Project Administrator

Primary

Purpose:

The Project Administrator is responsible for the general administration of the project.

Including:
Processing commitments, change orders, prevailing wage reports and billings.

Maintaining project files, both paper and computer files. Facilitating communication for the project.

Secretarial support for the project team.

The Project Administrator (as well as all team members) is expected to perform necessary miscellaneous functions that will facilitate the team environment.

Duties and Responsibilities include but are not limited to:

Project Assigned to a Team Fill out and distribute Job Information sheet

Enter Estimate in Penta Set up job files (paper and computer files)
Get insurance for project

Obtain Notice of Commencement, submit Notice of Furnishing (if applicable)
After Pass-Off Meeting Billing information (including waivers, etc.)Contract and project specifics

Determine jobsite requirements

Obtain project schedule

Beginning Project Type, send (with attachments), and distribute subcontracts & purchase orders

Set up Exhibits Set up subcontractor and supplier files

Make sure required items are at job site when labor begins

Enter signed subcontracts and purchase orders into Procore and Penta and send asigned copy to sub/supplier

Enter subcontract attachments into Procore and Penta? as they are received

Assure all paperwork is in order before a subcontractor begins work During the Project Sub/Supplier Change Orders Type, send, and distribute change orders as they are received from the PM/PEEnter signed change orders into Procore and send signed copy to sub/supplier

Type, send, and distribute correspondence

Facilitate communication for the project

Prepare Applications for Payment in Penta Assemble back up and distribute

Type, send, and distribute Owner Change Orders (with back-up information)
Write waivers for the sub/supplier checks received from Accounting Direct accounts payable calls for the project accordingly

Type and distribute meeting minutes

Mail checks upon receipt of signed waiver and other required information

Print out various reports for PM (including any reports required for IORs)
Distribute submittals

Monitor the following

Prevailing wage reports from subcontractors (if applicable)
Subcontractor insurance

Workers Comp Certificates

DBE, MBE, FBE requirements (if applicable)
Closing a jobType and distribute punch lists

Prepare and send O & M manuals

Type, send, and distribute the final and retainage bill to owner

Cancel insurance for the job Prepare files, plans and project books for storage

Overall Duties Back-up receptionist

Team training

Records retention

Perform necessary functions that will facilitate the team environment

The above description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all miscellaneous, incidental or similar duties which may be required from day to day.
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