Project Administration Director

6 days ago

Hoboken, New Jersey, United States E.E. Cruz & Company, Inc. Full time
About the Position

We are seeking an experienced Project Administration Director to oversee project administration, including jobsite accounting, subcontract administration, and general office duties.

Salary and Benefits

The successful candidate can expect a competitive salary of $58,000 - $63,000 per year, based on experience, as well as excellent health and welfare benefits, tuition reimbursement, student loan forgiveness program, 401(k), vacation, sick, life insurance, short-term and long-term disability insurance, and 10 paid holidays.

Responsibilities

This role involves overseeing project administration functions, including:

  • PAYROLL:
    • Processing new hire documentation for all craft employees.
    • Reviewing current union rates on site.
  1. Collecting, entering, reviewing, and posting craft time card data.
    1. Entering timecards on a daily basis.
    2. Tracking receipt of timecards to ensure daily entry and reporting any issues.
    3. Maintaining a file of timecards.
    4. Maintaining union stamp inventory and distributing stamps weekly as required.
    5. Copying and filing (in weekly payroll file) all union stamps prior to distribution.
  • Compiling certified payroll.
  1. Running certified payrolls weekly (signed off by project manager and filed).
  2. Distributing certified payrolls monthly to DOL and/or owner per contract.
  • Reviewing checks when received before handing to employees.
  • Managing accounts payable:
    • Purchasing.
    • Processing receipt of materials against Purchase Order in Procore (permanent materials).
    • Maintaining invoice files at site.
    • Reviewing and resolving any outstanding issues / invoices per vendor statements expeditiously.
  1. Tracking and preparing monthly accrual for job supplies, permanent materials, and equipment.
  2. Reviewing, coding, and sending to Main Office all jobsite expense reports.
  • Managing accounts receivable:
    • Tracking billings to owners.
    • Tracking back charges to different companies /subs/ vendors etc.
    • Maintaining copies of supporting documentation for billing, i.e. timesheets, invoices, correspondence, etc.
    • Preparing and forwarding invoice and backup to Project Controller for processing.
  • Managing equipment:
    • Obtaining current list of equipment on site from engineers.
  • Managing subcontract administration:
    • Maintaining subcontract file at jobsite.
    • Should include lien releases, insurance, copy of checks, etc.
    • Working with division office on maintaining current insurance certificates.
    • Subcontract requisitions.
    • Tracking, reporting, and properly filing MBE/WBE requirements and providing to owner, resident engineer, or other parties where applicable.
  • Managing job cost:
  • Comfort with and understanding of job cost code structure.
  • Maintaining office at job site.
  1. Maintaining, organizing, inventorying, and ordering as needed office (including kitchen) supplies.
  2. Coordinating parking and building entry for job site employees, subcontractors, and visitors.
  3. Coordinating and organizing office furniture moves.
  4. Overseeing correspondence and log using Procore or contract manager.
  5. Monitoring mail flow for job site.
  6. Maintaining an inventory of and ensuring office equipment is in good operating order.
Requirements

To succeed in this role, you must have:

  • Excellent communication skills, including courteous phone and receptionist skills.
  • Exceptional writing, spelling, and grammar skills.
  • Confidence in discussing details with cross-functional and multi-level teams.
  • Dependability, consistency, diligence, and conscientiousness.
  • Ability to work well with others, receive direction, multitask, and work independently.
  • Strong team skills.
  • Excellent customer service attitude.

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