The Project Administrator will provide administrative support to the Project Management team and ensures Projects and Staff are supported from the beginning of the project through closeout.
Essential Job Functions:
- Meet regularly with the Project Management, Engineering and Accounting team to understand the specific needs of each job and determine where assistance is needed in tracking submittals and RFI's, following up with subcontractors or material suppliers to ensure the proper documents are received; and other needs as required.
- Proofread, distribute, and file all Project Manager correspondence. Includes, but is not limited to, owner AIA contracts, subcontractor contracts, purchase orders, payment applications, change orders, proposal letters, meeting minutes, notices, punch lists and transmittals.
- Create draft owner Change Orders in Excel for signatures once Project Manager provides direction on approved Change Proposals to be included
- Assist Project Managers with distribution of construction drawings, design changes and design team responses to requests for information (RFI's).
- Miscellaneous duties include receptionist support, fax, and copy machine maintenance (fill with paper, distribute faxes, replace toner, etc.), and assisting with company sponsored events as requested
- Process incoming mail daily, capture AP documents digitally, and electronically distribute to appropriate parties
- Suggest improvements in processes to increase efficiency and effectiveness
- Use of most current templates for standard documents
- Request insurance certificates
- Create and request all lien releases and track status
- Proficient in MS Office and Adobe
- Ability to work under pressure and meet deadlines.
- Ability to multi-task and rearrange priorities as needed.
- Organized with strong attention to detail.
- Prior construction experience preferred.
- Familiarity with reading plans and specs is required.
- Dependable.