EXXCEL Project Management

Office Administrator

Job Locations US-OH-Columbus
Posted Date 3 weeks ago(2/26/2018 11:40 AM)
# of Openings


To act as the “face” of customer service and possess the skills necessary to address Customers, Vendors and Consultants in a positive, willing and helpful manner. This role supports all day-to-day Operations, Sales and Accounting department needs. The Office Administrator will apply skilled knowledge of reception and office management practices, program administration, automated delivery systems, office equipment and secretarial services. Possesses skilled knowledge of MS Office Suite. Miscellaneous correspondence, computer guidance, filing, and special project(s) are the responsibility of this position. Additionally, this role will provide administrative support to the construction Project Teams by proving 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. 


Daily Duties:


  • Answer phone in timely manner and direct to appropriate party. If the call is not answered; direct to voicemail and/or take a message as necessary
  • Receive all incoming mail, organize and distribute appropriately. Also handle all outgoing mail needs including FedEx and USPS shipments
  • Greet all visitors, making sure appropriate parties are notified
  • Manage all office supplies and ordering, restock storage and kitchen as necessary
  • Ensure community kitchen is clean at all times, includes loading/unloading dishwasher, removing old food from refrigerator and cleaning microwave
  • Plan and execute all special events within the office, including monthly birthday celebration, holiday events, “Dog Friendly Friday” calendar, special company meetings, etc.
  • Manage all in-office meeting set-up, calendar reminders, and requested equipment and food orders as applicable. Take meeting minutes as requested
  • Manage mailing of monthly employee birthday/anniversary cards and other related acknowledgements
  • Manage company provided parking and communicate needs with our partner Waterford Tower
  • Assist with all printing, copying and scanning needs from the team. Create binders and/or distribute as directed
  • Work directly with Vice President of Betterment on the management and distribution of all Vista (Project Management/Accounting software) training manual to new and existing employees
  • Draft and distribute miscellaneous correspondence as requested
  • Manage all company related business travel arrangements, including hotel, flights and local transportation


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)



  • Provide assistant to Executive Leadership on special assignments


Job Specific Competencies / Bahaviors:

  • Communicates well both verbally and in writing, produces accurate and punctual work, shares information and ideas with others, has good listening skills
  • Ability to identify, assimilate and comprehend the critical elements of a situation to extract and interpret implications of courses of actions to attend to details of a problem
  • Effectiveness in planning and controlling work, improving work methods and results, encouraging and supporting suggestions for work improvements, etc
  • Breaks down problems into smaller components, understands underlying issues, can simplify and process complex issues, and understands the difference between critical details and unimportant facts
  • Is attentive to detail and accuracy, is committed to excellence, looks for improvements continuously, monitors quality levels, finds root cause of quality problems, owns/acts on quality problems
  • Communicates expectations and importance of Safety & Betterment. Identifies critical issues and assists in the development of improvement procedures
  • Leads through change and adversity, makes the tough call when needed, builds consensus when appropriate, motivates and encourages others
  • Operates within the organization's formal and informal structures, builds allies and relationships across departments, uses allies to build consensus and create results, is appropriately diplomatic, understands others' roles and perspectives, can sell projects and ideas across the organization.


Education / Experience / Attributes / Requirements:

  • Strong knowledge of MS Office Suite, including but not limited to: Outlook, Word, Excel & Project
  • Excellent problem-solving skills, with an adaptable and flexible style in working with all types of individuals
  • Creative and results-oriented, with a strong sense of urgency
  • Sself-motivated, with the ability to work equally well on own as well as in a team environment.
  • Ability to lift objects 25lbs+


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