Project Administrator

Job Overview

We are seeking a highly organized, detail-oriented

We are seeking a highly organized, detail-oriented Project Administrator to join our project management team and support the successful management of various projects, including providing crucial support for water loss mitigation and reconstruction. The ideal candidate will understand project management methodologies and be able to support project administration functions, including the creation of RFPs, document management, budgeting, and scheduling. The Project Administrator will also need to be able to assist with project evaluations, create project communications, communicate directly with clients and vendors, and travel to project sites to document progress.

A successful candidate will possess excellent communication and organizational skills and can work independently.

$30-$35/hour

First Service Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

• Contributes to and supports project goals through performance of routine tasks and processes.
• Travel to project sites to document progress and answer questions from clients.
• Process and maintain project related documentation, such as agreements, contracts, purchase orders, and work authorizations.
• Assists with project administration deliverables, including reviewing and/or preparing requisitions, status reports, changing orders, payment applications, and other invoices associated with the project.
• Support PM processes as directed.
• Support project management team responsibilities to identify requirements, estimate costs, prepare schedules, track progress, and coordinate completion of required work.
• Maintain and update project databases.
• Create and manage project plans, timelines, and budgets, adhering to PM support needs.
• Participate in building evaluations and due diligence reviews and assist with preparation of physical audit reports.
• Assists in project close-out procedures.
• Write and maintain SOPs for assigned projects.
• Coordinate project communications for internal and external stakeholders.
• Perform related assignments, as required, in the daily operation of the group.
• Utilize Trello boards and templates to support project management.

• Contact/engage vendors to stop active leaks and start mitigation process for new, simple losses (no more than 2-3 units impacted).
• Monitor mitigation/dry down of impacted units and coordinate with Owners for unit access for continuous moisture inspections until unit(s) are dry.
• Communicate with impacted Owners, guide/advise them through the process if demolition is needed in their unit.
• Develop understanding of governing documents for HOAs (CC&Rs/bylaws/insurance) for maintenance and repair responsibility.
• Develop decision-making skills to approve destructive work as needed without oversight.
• Work with insurance if applicable (HO6 and HOA insurance).
• Engage contractors for reconstruction services and coordinate and monitor reconstruction efforts.
• Review and process vendor invoices and generate/submit bill packet at project completion for invoicing.
• Document and file photos, invoices, and bill packets within Trello and Project folders.
• Conduct site visits to assist Senior P/C Managers with inspections and documentation as needed.
• Coordinate reconstruction start date with Unit(s) and GC.
• Follow up with vendors for final project invoices and photos after project completion and compile documents for main P/C Manager for review and processing.
• Generate final excel submission worksheet for packet creation for main P/C Manager to review and submit.

• Associates or bachelor’s degree in Construction Management, Business Administration, Communications, or related field - preferred but not required
• Minimum one year of related experience preferred in project management and/or property management
• Experience in writing SOPs
• Proficiency with Microsoft Office Suite
• Strong organizational and administrative support skills with understanding of project management business.
• Able to develop client relations, client management and consultation skills.
• Strong…