Project Administrator

Position Summary:

To provide administrative support to project management team To maintain neat, orderly, complete legal documents and project files. To support receptionist and to be flexible in assisting other team members as needed.

Project Administrator Duties and Responsibilities

• Assumes responsibility for working with project team members and maintaining complete and accurate records for multiple jobs - working with multiple project managers, engineers and accountants.
• Assumes responsibility for performing administrative support functions (varies based upon the need).
• Assumes responsibility for assisting project accountants in following up with subcontractor and material supplier compliance issues and asking for help when needed.
• Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel, including Management.
• Assumes responsibility for ensuring that work area is clean, secure, well-maintained and for completing special projects and miscellaneous assignments as required.
• Use of most current templates for standard documents.
• Meet regularly with the Project Manager, Engineer and Accountant to understand the specific needs of each job and determine where assistance is needed. Assistance may be in tracking submittals and RFI’s, making copies, reviewing and sending out meeting minutes, following up with subcontractors or material suppliers to ensure the proper documents are received; and other needs as required.
• When a new job number is assigned, an appropriate electronic and main file is set up per standard operating procedure.
• Review each project’s Job Start form and become familiar with the unique aspects of the job. Understand the billing/payment cycle and assist in coordinating and distributing payment applications and lien releases, per procedure. Provide Daily Job Log book to the Project Manager, when requested.
• Execute, prepare and interface subcontracts, purchase orders, change orders ensuring accuracy. Obtain proper approvals, signatures and prepare for mailing; track for return and proper execution.
• Update Job Status in system weekly so that it is available for review at the Project Manager meeting.
• Update subcontractor address changes in appropriate data base.
• Prepare transmittal for submission for materials and specifications submission.
• Proofread, distribute and file all Project Manager correspondence. Includes, but is not limited to, contracts, subcontractor contracts, purchase orders, payment applications, change orders, proposal letters, meeting minutes, memos, punch lists and transmittals. Confirm desired method of distribution (fax, e-mail, or mail). NOTE: All filing must be 100% current by close of business each Friday.
• Check each Project Manager’s outbox periodically, particularly when they are out of the office for vacations, meetings, etc. and distribute items appropriately.
• Assist with managing Project Manager schedule. Print out and coordinate with others if they are absent at staff meetings.
• Create draft Change Orders in Excel for signatures once Project Manager provides direction on approved Change Proposals to be included.
• Provide information via hard copy or electronic, per procedure, to Project Accountant as follows: • Owner Contracts • Owner Change Orders, including Change Proposals.
• Assist tender team with distribution of bid invitations and construction drawings, design changes and design team responses to initiated requests for information (RFI’s), and phone calls, if needed.
• Assist tender team on tender submission date, upon immediate request, in preparing and/or reviewing documents, making calls or other needs that could arise. Both tender submission day and proposal day can be hectic.
• After a project is complete, coordinate with all team members and file away all documents on cloud drive.
• Add business card contacts into PM Outlook Contacts.
• Maintain open and frequent communication with the Project Manager to ensure priorities are set and expectations are clear.
• Duties may change from time to time at due to various project’s requirements.

Project Administrator Requirements and Qualifications

• Minimum GCE ‘O’ Level or ITE Qualifications.
• Proficient in Microsoft office suites.
• Previous related experiences background will be a bonus.
• Attentive to detail, accurate and well organized.
• Cooperative and willing to assist others and work in a team environment.
• Ability to communicate both verbally and in writing in a professional manner.