Project Administrator

Project Administrative Assistant

The Christman Company

Essential Job Functions Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Project Documents

• Create, edit, format, and update project documents from project team drafts and input.
• Copy, collate, and bind project documents and reports following Christman templates and standards.
• Arrange for outside reproduction services when necessary.
• Draft business letters for review and approval by project team members.
• Assist with agendas and distribution of meeting minutes.
• Proofread final products to verify professional impact.
• Project Photo Documentation
• Compile and prepare EEO reports as required for government projects.

Organize Project Documents

• Create and maintain filing systems, manuals, project directory, and document tracking.
• Maintain project bidders' list, distribute construction documents, hold deposits, and retrieve information.
• Draft subcontractors Supplement A and vendor agreements.
• Receive and track project start-up and closeout documents. Create binders and electronic version for owners.
• Distribute bulletins to trade contractors, collect quotes and provide information to Project Managers and/or Project Engineers electronically as required.
• Post daily reports in Viewpoint if required and prepare for distribution.
• Post RFIs and bulletin changes on drawings if required.
• Assist with Subcontractor compliance.
• Assist with submittal process

Manage Project Communication

• Submit required reports.
• Receive, review, and forward vendor invoices and payments.
• Assist team members with specific needs as required on a project-by-project basis.
• Post and maintain signage and required documents in project site office.
• Coordinate check requests as needed for items such as building permits.

Manage Postal Deliveries

• Receive, screen, and distribute incoming correspondence.
• Coordinate mail exchange with local Christman project office.
• Prepare and send outgoing mail and parcels.
• Answer telephone calls and assist callers or route to appropriate team member.
• Greet visitors and provide assistance or direct to appropriate team member.
• Be a friendly face and voice to portray the image in which the company takes pride.
• Coordinate visitor sign-in documentation.
• Maintain trade contractor contact list for deliveries including notification of a delivery.
• Coordinate site visits.

Coordinate Conferences

• Schedule meetings.
• Arrange conference rooms.
• Order and set-up lunch when necessary.

Manage Administrative Inventory

• Produce administrative supplies and equipment and safety supplies and equipment for the project site.
• Control petty cash.

Coordinate Collaboration Technology

• Arrange conference calls and schedule web collaboration meetings.
• Have knowledge of project internet including rebooting system if required and/or necessary.

Assist with Project Safety

• Submit meeting dates and topics to Corporate Office for superintendent bi-weekly and bi-monthly reports.
• Assist with safety documentation for the project (record keeping).
• Collect and maintain safety information as requested by project team.
• Assist with safety orientation process.

Multi-Project Office/Regional Assistance

• Coordinate assistance to other projects as requested and/or needed if possible.
• Be a resource for Project Administrative Assistants
• Provide assistance to Regional Administrative Assistants as needed.

Work Environment The job will be conducted in a temperature controlled professional office environment, with moderate noise. The role will routinely use standard office equipment such as computers, phones, photocopiers, and scanners.

Physical Demands While performing the duties of this job the employee is regularly required to talk, listen sit, walk, reach, kneel, stoop, crouch, use hands and fingers to handle or feel and to operate a computer and telephone keyboard, and maintain visual acuity. The employee may occasionally be required to lift and or carry light weight under 20 pounds.

Expected Hours of Work Full time position. Extended hours and weekends may apply. Travel Minimal travel required, depending on the project, travel to other areas may be required. Majority of travel done during work hours, overnight stays may be required.

Required Education and Experience

• Bachelor's Degree in Business Management or related field.
• Minimum two (2) years' experience in related job field OR
• Equivalent combination of the above education, training, and experience.

Preferred Education and Experience

• Bachelor's Degree in Business Management or…