Project Administrator

Overview

PROJECT ADMINISTRATOR This is a hybrid position (working both remote and onsite in Beachwood), and will support our Eastern Division.

Tremco Construction Products Group brings together Roofing & Building Maintenance, Commercial Sealants, Waterproofing divisions, Dryvit, Nudura and Willseal brands, Prebuck LLC, Weatherproofing Technologies, Inc., Weatherproofing Technologies Canada and Pure Air Control Services, Inc.

Altogether, Tremco CPG companies operate 21 manufacturing facilities, 6 distribution sites, and 3 R&D/technology sites, and employ more than 2,700 people across North America.

General Purpose Of The Job:
Project Administrators play a crucial role in ensuring the smooth execution and success of projects by providing essential administrative support in collaboration with Construction Managers and Field Representatives throughout various project phases. Specifically, the Business Operations Project Administrator is tasked with managing and coordinating all administrative aspects for an array of project types, including Patch and Repair, Patch and Repair Plus, General Contracting, Safety Patch and Repair, Building Envelope services, IAQ Services (both standalone and integrated with General Contracting), Job Site Inspections, Roofing Advisor Days, Consulting, Diagnostics, TRACE, ACT, and several emergency repair services.

• Manage contractor payables, handling customer billings and receivables, ensuring compliance with standards and policies, applying book pricing and WTI documentation policies, overseeing commission and discounting policies, processing change orders, document management, financial data entry, and coordinating communications with Field Resources and Customers as required.
• Dispatch service orders to WTI Technicians tailored to specific project types; for General Contracting projects, provide WTI Superintendents with essential service orders and field report links to streamline daily reporting.
• Maintain a comprehensive tracking spreadsheet for all projects, providing up-to-date project insights.
• Coordinate with Construction Managers, Field Representatives, field technicians, customers, and management to ensure seamless operations; track time and expenses, manage payables over 30 days, monitor plan versus actual costs, verify documents (bonds, insurance, submittals), ensure costs align with budget, and validate projects older than 90 days.
• Prepare customer invoices with accuracy and timeliness, adhering to book pricing, time and materials (T&M), not-to-exceed (NTE) limits, lump-sum pricing, and customer-specific billing requirements. Apply WTI’s commission and discount policies when processing invoices across General Contracting and General Services.
• Review projects for job closeout audits, update planned versus actual costs, and complete a job closing checklist for final approval.
• Ensure adherence to WTI’s policies and procedures, maintaining accurate financial data for month-end, quarter-end, and fiscal year-end reporting.

• Project Management within technology platforms:
  Salesforce, e-Builder, Roof Snap, OLI, Smartsheet, WTI Quick Price App, Concur
• Hours to Day Conversions, Calculating Market Price, Weekly backlog meetings
• Review and resolve customer disputes, Manage tech service expenses
• Assist with travel and hotel arrangements for maintenance and repair routes
• Coordinate larger supply and equipment purchases, arrange pickup, payments and cost allocation
• Coordinate material orders, Review and process Readsoft workflow items
• Monitor daily, weekly and monthly reports;
  Customer/Vendor Billing Portals
• Bi-weekly Project Review Meetings, Payment Reconciliation, Report low margin jobs
• Facilitate effective communication;
  Process Implementation Reviews
• Assist in the preparation of project presentations, reports, and other project-related materials
• Problem Solving, Conflict Management, Escalation of concerns and issues
• Archive Project files as necessary;
  Participate in special projects when necessary

Education
Business Management/Administration or equivalent combination of education and experience.

• Experience
  4-7 years…