Project Administrator

The Project Administrator’s primary responsibility is document control, which includes submittals, RFI’s, subcontracts, and other project related documents. This position provides administrative support to coordinate the flow of departmental paperwork with internal and external customers, vendors, and trades to help ensure that all required documents are achieved in an efficient manner.

The following responsibilities are general guidelines and not intended to be an exhaustive list of the full scope of responsibilities of this position.

Duties and responsibilities are subject to change based on business needs and at managements’ discretion.

• Ability to understand, source, track and compile submittals, pre-construction requirements, close outs, requests for information, operations & maintenance manuals, and other project document requirements during the entire project lifecycle.
• Prepare bid package documentation (request for proposals, construction documents, scope of work).
• Initiate Disadvantage Business Enterprise (DBE) advertisements, solicitations and follow up.
• Call and then email subcontractors/prime contractors for the solicitation of proposals and bids for work in each division.
• Set up and email subcontract agreements and change orders as required.
• Prepare and submit project documentation (contracts, insurance, bonds, material information, etc.) to project owners at the local, county, state, and federal levels.
• Ensure project compliance outlined in project specifications.
• Set up and maintain project contact list and email groups as needed.
• File, organize and maintain accurate records by updating electronic files to monitor and record project documents.
• Assemble the project close out package; warranties, material information, project ‘as‐builts’, equipment information, contractor contacts, and maintenance agreements.
• Provide administrative assistance to Project Managers/Estimators and other departments as needed.
• Apply judgment and make decisions with respect to deliverables and timelines.
• Coordinate meetings for Project Leaders; take meeting minutes when required.
• Order and stock office supplies as needed.
• Maintain a clean and professional work area.

• You have experience, demonstrate knowledge and have an understanding of construction work and project document control.
• Not required, but experience with Unifier programs
• You are familiar with bidding processes, including but not limited to DBE requirements, surety bonds, insurance and bidding software.
• You have the ability to conceptualize the “big picture” from design/drawings, specifications, submittals, and other construction documents.
• You have the ability to work with clients and subcontractors to problem‐solve in a fast‐paced environment.
• You have solid numerical and analytical skills; ability to successfully ensure the accuracy of project documentation.
• You're a strong communicator, including excellent ability to identify and understand requirements of the project team and to participate in collaborative problem solving.
• You maintain a positive attitude and professional demeanor and appearance at all times and perform well under project constraints and deadlines.
• You're detail oriented, works well under pressure, capable of handling multiple tasks with simultaneous deadlines, and effectively completing projects in a timely and accurate manner.
• You maintain regular attendance and punctuality relative to daily work schedule is required.
• You're able to follow directions from multiple supervisors.

• A minimum of 1 years’ experience with office administration, administrative assistance, clerical work or construction document management.

• High school diploma or GED is required
• Associate’s degree preferred

• Experience with Submittal Exchange, Masterworks, Oracle Primavera, e-Builder or equivalent program.
• Proficiency in Microsoft Office products and Adobe Professional.

Full time salary position, 40 hours per week Monday through Friday, 8 AM to 5 PM.

This is a sedentary office position which requires the ability to occasionally bend, stoop, reach, lift, move…