What are the responsibilities and job description for the Project Administration Manager position at Helix Electric?
The Project Administration Manager will be responsible for the day-to-day administrative support functions for multiple million-dollar projects, simultaneously.
DETAILED JOB DESCRIPTION:
Helix Electric was founded in 1985 and is now one of the nation’s largest and most successful electrical contracting companies. Our commitment to empowering people and powering projects is realized by our exceptional team of dedicated and highly skilled experts working together and never settling for good enough. We are proud of the team-oriented and employee-empowered business approach that defines our unique character.
DESCRIPTION OF DUTIES & SCOPE:
- Assist in review, and execution of customer contracts, subcontract agreements, vendor master agreements, vendor single project agreements, and service agreements
- Interpret and document all contractual liabilities, legalities, and risk allocation to determine whether the terms and conditions of the contracts are clearly defined and acceptable
- Support the project start up and close-out processes on each job
- Enter timecards for project personnel into CMiC weekly
- Perform primary review of any vendor-initiated modifications to master purchase order and subcontract agreements. Identify all changes that have been made, and produce draft response to the vendor
- Assist in review of modified single project purchase order and subcontract agreements and/or vendors ordering instructions, shipping policies, and company terms and conditions
- Issue and maintain all purchase orders agreements. Ensure agreements are fully executed and received
- Process package and subcontractor invoices: verify packing lists against invoices and resolve any billing discrepancies with Project Manager and vendor/subcontractor
- Enforce and track all insurance requirements
- Work with project managers and vendors/subcontractors to schedule returns and verify credits received for packages and subcontracts
- Run daily, weekly and monthly reports and sort and process various project documents
- Various admin duties: keeping project paperwork organized, documentation and tracking, filing and scanning, various special projects
QUALIFICATIONS:
- Minimum of High School diploma required
- Minimum of 3 years in a similar role within the construction industry required
- Detail oriented, organized, and efficient individual able to complete tasks in a timely and accurate manner
- Provide outstanding customer service internally to our fellow employees, vendors, and customers
- Ability to create spreadsheets, graphs, charts and proficient with Microsoft Excel, Word and Outlook.
- Knowledge in CMiC Software helpful, but not necessary
