EXXCEL Project Management

Project Administrator

US-OH-Columbus
2 weeks ago(12/7/2017 9:35 AM)
ID
2017-1039
# of Openings
1
Category
Administrative/Clerical

Overview

This role supports Operations for Project Management and Field Administration functions, as well as, supporting the Project Accountant role with commitment and compliance related duties.  The Project Administrator provides project document coordination and recording throughout the Pre-Bid, Design, Construction and Closeout phases of each Project. The Project Administrator is responsible for keeping in contact with the estimating, design, project management, accounting and executive level teams, as well as, peer reviewers and subcontractors to determine document flow and responsibility to maintain company procedural standards while customizing and improving on these standards as required by each project. This role will act as the point-person for construction documents including commitments, submittals, compliance, bidding, etc. and will be responsible for logging these documents into the correct software and distributing to the Project Team as necessary. All correspondences, administration, computer guidance project management software, legal documents, filing, and progress reporting is the responsibility of this position.

Responsibilities

Daily Duties:

Project Administration Support:

  • Support all Project & Field Management staff with duties including support in subcontract administration, change order administration, schedule & drawings communication and project close-out tasks. Support all field personnel in administering communication tools, monthly reports, daily logs, meeting minutes, etc.
  • Ensure all contract and agreements are being drafted and issued accurately and filed appropriately once fully executed – this includes the contract documents, change orders, RFI’s, submittals, etc. Ensure all vendor compliance information is being received and logged appropriately – this includes reviewing all Workers Comp. and General Liability certificates for accuracy and compliance, as well as, warranty(s) and submittals
  • Maintain electronic files – via various websites and software such as FTP, Viewpoint, Dropbox, Salesforce, etc. – of all past, present and potential projects for team use
  • Maintain all physical (paper) files for all past, present & potential projects – this includes cycling out past projects for offsite storage (as applicable)
  • Responsible for accumulating all documentation necessary for the completion of the project Operations & Maintenance manual for Ownership, including but not limited it, warranty(s), submittals, as-built drawings, permits & emergency contact list(s)
  • Administer and maintain all Owner and Subcontractor change orders
  • Prepare project specific safety, quality, and environmental documentation
  • Ensure all project Vendor firms and contacts are being entered and managed accurately in the “Team Lists”
  • Assist with drawings communication as back-up to the Document Control Coordinator
  • Type, assemble, organize, file, distribute, etc. project specific Meeting Minutes, Submittal Packages, RFI’s, etc.
  • Assist in format and content of project specific reports as required
  • Provides on-going project related feedback Project Leadership, Accounting & Executives
  • Ensure all project Meeting Agendas & Minutes are drafted, stored and distributed accurately and in a timely fashion
  • Ensure all project photos (both ground and aerial) are stored and distributed appropriately

 

Procurement Department Support:

  • Prepare scope packages for bidder solicitation
  • Research and solicit said vendors as directed during bidding process
  • Assist Project Engineers in collecting and summarizing bid packages
  • Assist Marketing, Accounting & Safety with ensuring all potential vendors have been contacted and accurately instructed of our prequalification process and all solicited vendors are being accurately managed during the bidding phase
  • Maintain all Procurement files per project
  • Maintain electronic files – via various websites and software – of all past, present and potential projects for team use
  • Maintain all physical (paper) files for all past, present & potential projects – this includes cycling out past projects for offsite storage (as applicable)

 

Legal Counsel Support:

  • Provide support to Corporate Counsel in administration of all legal documents including land contracts, development agreements & incentives, lease agreements, design-build contracts, and project management agreements
  • Ensure all Subcontract and Supplier Agreement templates align with our prime contract with Ownership
  • Coordinate all necessary Counsel review of Subcontract/Supplier Agreement markings
  • Maintain electronic files – via various websites and software – of all past, present and potential projects for team use
  • Maintain all physical (paper) files for all past, present & potential projects – this includes cycling out past projects for offsite storage (as applicable)

 

Accounting Support:

  • Data entry of all Subcontractor/Supplier original commitments – and any subsequent change order(s) – into Vista software ensuring accuracy and alignment with project estimate and budget
  • Assist in the management of Subcontract Ledger Compliance and maintain all electronic filing of Agreements, Insurance Certificates, and Safety Manuals & MSDS logs, Warranty Letters, Submittals, As-Built Drawings, Test & Balance Reports, etc.
  • Assist with collection of required documentation for preparation of monthly financial packages and draw request(s)
  • Maintain electronic files – via various websites and software – of all past, present and potential projects for team use
  • Maintain all physical (paper) files for all past, present & potential projects – this includes cycling out past projects for offsite storage (as applicable)

 

Miscellaneous:

  • Assist Officer Administrator with back-up phone and kitchen coverage
  • Provide assistant to Executive Leadership on special assignments

Qualifications

JOB SPECIFIC COMPETENCIES/BEHAVIORS

 

  • Must have knowledge of computer systems and software.
  • Must be able to communicate effectively both orally and in writing.
  • Previousl working experience with Vista by Viewpoint Project Management & Accounting software is reccomended

 

 

QUALIFICATIONS

 

  • 3+ years experience working for a Subcontractor, Supplier, Engineering firm and/or General Contractor in the construction industry reccomended
  • Associates degree in Business Administration or the like

 

 

BENEFITS PACKAGE

 

  • Life insurance, $50,000 term policy
  • Disability insurance
  • Major medical insurance
  • Dental insurance, voluntary
  • 401(k) Profit Sharing Plan

Options

Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed