Job Description
Job Description
Job Description
The Project Administrator's primary responsibilities include coordinating with project managers and clients on invoicing and maintaining projects, contracts, and sub-contracts in our project management/accounting systems. Additionally, this position involves strong collaboration with the accounts receivables and project coordinators team, maintaining project budgets, assisting in project forecasting, expense reports, project setup, and client and sub-consultant contracts.
Essential Duties & Responsibilities
- Assist the Project Management team with processing commitments and change orders via Procore.
- Administer entering the initial project budget into Procore by coordinating with the Preconstruction and Production Team.
- Synchronize approved budget and commitment changes with Sage (accounting software).
- Tracking, reporting, and issuing budget changes and commitments for electronic signature. Support and assist with project control efforts, including project cost reporting, project SOV work breakdown structure integration, project set-up, and closeout within the accounting system.
- Assist with developing internal and external reports, including project budgeting, cost reports, and internal project status reports.
- Participate in end-of-month and other meetings as needed,
- Complete Prime Contract Payment Application package after receiving updated SOV and Project Schedule from PM
- Review subcontractor invoices for compliance and coordinate initial review comments with PM/APM/PE; report to the project team any subcontractor who still needs to submit for payment via GC pay before the cutoff date.
- Establish and administer project documentation and filing systems.
- Assist with the project turnover documentation, record keeping/retention, warranty administration and project closeout.
- Maintain Procore project directory.
- Review the Job Set Up form with PM.
- Administer obtaining bonds from Subcontractors when applicable.
- Administer collecting any monthly compliance documentation from subcontractors whenever applicable.
- All other duties as assigned.
Education/Experience Required
- Bachelor’s degree in accounting, Construction Management, or comparable experience
- 3-5+ years of project administration experience on commercial construction projects
- Proficiency with relevant software (Sage, Procore, or similar)
Skills/Abilities Required
- Strong analytical and problem-solving skills
- Ability to work under pressure
- Excellent client-facing and internal communication skills
- Solid organizational skills, including attention to detail and multitasking skills
- Experienced user of Procore or other Project management software
- Proven organizational, critical thinking, and administrative skills with keen attention to detail and strong time management
- Strong Interpersonal and collaborative skills
Working Conditions
- The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.
- While performing the duties, the employee must regularly use close vision to read fine print, reports, spreadsheets, summaries, and other documents in either hard copy or computer monitor.
- Must be able to converse on the telephone and in person, use hands and fingers to write and type, prepare email messages with attached files, and use personal computers and calculators.
- The employee will periodically need to lift and carry heavy documents such as specifications and equipment weighing up to 25 pounds.
- Prolonged periods of sitting at a desk and working on computers.
- Work is performed in an office environment.