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Construction Project Administrator

4 months ago

Albany, United States Arcadis Full time

Arcadis is seeking a Project Administrator to join our team in New Haven, CT. 

Arcadis is the world's leading company delivering sustainable design, engineering, and consultancy solutions for natural and built assets.

We are more than 36, people, in over 70 countries, dedicated to improving quality of life. Everyone has an important role to play. With the power of many curious minds, together we can solve the worlds most complex challenges and deliver more impact together.

Role description:

 As a Project Administrator you will focus on delivering outstanding client service helping them program, plan, and deliver their capital projects. The position will deal with facility Infrastructure and Capital Improvements, Expansion and Renovations, and other high value facility maintenance and repair projects. We seek candidates that want to change the industry through determination, education, and leadership. 

Role accountabilities:

Provide support to Project Managers and Project Control on multiple projects during all phases of construction Coordinate the scheduling of meetings as needed, including setting up and breaking down of conference rooms Monitor, review, download from Project Website and file RFIs, field orders, logs and submittal process on projects Assist and support financial data entry: processing NOCs, PCOs, and COs and contracts. Developing spreadsheets for internal and external review. Preparing written materials including correspondence, reports, procedural guides, and instructions. Track critical information and assist with project administration deliverables (i.e., meeting minutes, pursue schedule updates, closeout, etc.) and follow up on action items Assist PMs with the bid packages and advertising on the different sites as well as assist the Project Managers in the preparation and administration of Bid, Contract and Construction documents Facilitate of uploading of record documents related to finance and project management (e.g., invoices, drawings, schedule, etc.). Manage project related paperwork by ensuring all necessary materials are current and properly filed and stored. This will include invoices, contracts, work orders, drawings, other financial files, and other important documents. Develop, manage, and circulate bid calendar.  Manage relationships and interface on a daily basis with vendors, designers, general contractors, architects and client staff on a variety of construction project related tasks Assist in monitoring the general contractors schedule Coordinate, as needed, change order process. Assist in administering punch list and project close-out activities, including acceptance and completion of project. Help with the collection of closeouts for all the projects. This will include helping both the PMs and the Senior Controller with the preparation, collection, and review of final waivers, As-Builts, Warranties, closeout letters to financially close, etc. Assist Project Managers in the preparation of weekly and monthly progress reports for management. 

Key attributes:

Experience working in a construction project and deadline driven environment within the public or private sector  Knowledge of the construction project process with strong administrative skills related to the organization, administration and maintenance of related documents like plans, contracts, technical specifications, drawings, change orders, invoices, etc.  Ability to interpret and understand construction contracts and documentation like drawings, plans, technical specifications, etc.  Strong people skills with the ability to work with a range of personalities ranging from the final client as well as internal and outside professional teams  Knowledge and understanding of construction projects, schedules, project budgets, materials, etc.  Experience sourcing and working with tender/bid procurement processes Excellent communication skills - verbal and written Deep technical skills related project management software

Qualifications & Experience:

Required Qualifications:

3 plus years of Construction Project Management assistance with a focus on capital projects within the public and private sector  Strong organization skills related to the administration and utilization of project administration files, drawings, contracts, schedules, etc.  Bachelors Degree or relevant equivalent experience in Construction, Engineering, Project Management or similar discipline Strong software skills related to project management including but not limited to PM Web, P6, MS Projects, MS Office, etc.  Ability to work with and manage client/stakeholder relationships  Experience working with internal and external teams

Preferred Qualifications:

Experience working alongside project construction project teams  Strong health and safety knowledge Software skills related to project management