Construction Project Administrator

We’re looking for a Project Administrator-Construction Services to join our dynamic team in our Melbourne office. The Construction Services (CS) Project Administrator (PA) supports the Project Management team by performing project management administrative functions. These functions include, but are not limited to, budget setup, cost coding, cost tracking, monthly billings, and subcontractor & supplier billings/invoices. The CS PA is also responsible for general project administrative duties such as, but not limited to, assisting in transmitting documents to/from clients, subcontractors, and suppliers, managing general document controls, and other tasks as assigned by the Project Manager. This position reports to the Project Manager and will serve as the client contact when Project Manager is unavailable.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Supports the Project Team with accurate project financial management on assigned projects to include:
• Creating/transferring Project Contracts and Budgets from the proposal to the CS financial system code cost structure.
• Accurately tracking costs incurred (labor and expenses) in accordance with the CS financial management cost code structure.
• Accurately tracking subcontractor invoices through the required approval process and in accordance with the CS Financial Management cost code structure.
• Working closely with the Accounting Team on financial reviews and accurate tracking of costs incurred.
• Coordinate with Accounting to assist in initiating project cost transfers when necessary.
• Accurately manages Project Financials in Procore and Vantagepoint.
• Prepare and maintain monthly financial status report and budgets.

Supports the project quality management with accurate tracking of:
• Submittals and submittal process.
• Requests for Information (RFI’s) and RFI process.
• Consistently uses Procore for submittal and RFI document controls and transmissions.
• Consistently uses Newforma for documents categorized as ITAR, CUI, or other controlled classifications.
• Ensure formal document storage occurs in accordance with company policy.

Coordinates with Subcontract Administrators (SCA) to ensure accuracy of:
• Subcontractor commitments.
• Subcontractor work-in-process and accruals.
• Subcontractor invoicing, approvals, and payments.

Supports the Project Team with logistics such as:
• Project documentation, this includes, meeting minutes, AIA contracts, and responses to review comments.
• Travel coordination.
• Badging and safety admin-related activities.
• General and formal correspondence.
• Expense reports.
• Scheduling and coordinating meetings and site visits.
• Ordering and receiving supplies.
• Accuracy, formatting, and proper grammar.
• Transmittals and document controls.
• Assisting in job-site employee on-boarding and off-boarding.

EDUCATION and/or EXPERIENCE:

• Must have experience with or capacity to quickly learn Procore.
• Minimum of an associate degree or equivalent from a two-year college or technical school; or four or more years related experience and/or training; or equivalent combination of education and experience.
• Must have a minimum of four years of experience performing work in the role of Project Administrator or a similar position, in a construction environment.
• Must have a minimum of two years of experience in accounting.
• Must have experience drafting meeting minutes from notes and combining others’ notes into a single document.
• Must have experience taking meeting minutes and preparing formal meeting minutes.

OTHER SKILLS and ABILITIES:
Must have ability to operate a computer and be skilled in the following software.
• Procore
• Deltek Vision/ Vantagepoint/ Costpoint
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Adobe
• Revu Bluebeam

PHYSICAL REQUIREMENTS:

PHYSICAL DEMANDS: To successfully perform the essential duties of this position, an individual must be able to sit at a desk for four or more hours per day, and frequently lift and carry objects up to 10 pounds. Reasonable accommodations may be made to assist individuals with disabilities to perform essential job functions.
LIMITATIONS AND DISCLAIMER: The above job description is meant to describe the general nature and level of work being performed; it is not intended as an exhaustive list of all duties, responsibilities, and required skills for the position. Employees will be required to follow any other job-related instructions and to perform other duties requested by their supervisor in compliance with Federal and State Laws.

This job description may be changed to include new responsibilities and tasks or change existing ones as management deems necessary.

EOE/AA/MFDV