Job Description
ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please click the submit button and follow the next steps. Unless specifically stated otherwise, this role is "On-Site" at the location detailed in the job post.
UES is seeking a Project Administrator for the Las Vegas, NV branch. The PA will assist Project Managers with all administrative and project-relates tasks.
The ideal candidate will be efficient, collaborative, and customer service-oriented. As well as possess great organizational and time-management skills, and able to uphold a high-level of professionalism.
Pre-Construction Phase:

• Complete Project Setup checklist, including creating project folder on UES server or SharePoint
• Complete Project Setup in Operational/LIMS platform
• Responsible for project setup in company Enterprise Resource Planning (ERP) software, including rate table
• Responsible to collect and download to the project folder all project documents including but not limited to contract/subcontract, plans, specifications, construction schedule and permit numbers
• Responsible for ensuring all project contract requirements (i.e., W9, insurance, preliminary lien notice, etc.) are completed in coordination with project manager
• Coordinate and maintain inspector registration and/or certification as required by project and local jurisdiction.
• Responsible for ensuring that branch has a current business license for the project location.
• Coordinate with PM as needed to assist with subcontract documents
• File any lien notices and paperwork as necessary and determined by PM
• Accompany the PM, when requested, to the pre-construction site meeting to assist with preliminary document control efforts

Construction Phase:

• Responsible to track and collect all daily inspection reports from assigned inspectors/technicians
• Responsible to validate field technician and inspector time entry with daily field reports (PM will approve time)
• Collect all subcontract and third-party service invoices for review and approval by PM, and once approved, submit to Accounts Payable
• Maintain Accounts Payable log or similar in ERP
• Compile all invoice backup, including timesheets and field and lab reports, etc.
• Weekly interactive Billing, including audits, rate changes, project expenses, lab testing, and third-party subcontract
• Revise and correct invoices per project manager direction
• Prepare monthly invoices for PM approval and post in the ERP system
• Prepare write-off report for PM and branch manager
• Prepare unbilled report for PM and branch manager
• Track budget and keep project managers informed of projects exceeding 70% of executed contract amount
• Prepare draft change orders for project manager review and approval
• Send invoices to the clients on a timely manner
• Confirm receipt of invoices withing 5 days of issuing and sending invoices
• Follow up with clients on payments 15 days after issuing and sending invoices
• Notify project managers of any concerns by the clients regarding project invoice
• Maintain and update project files including daily reports and lab results
• Responsible for document control, including uploading or delivering daily reports and lab results to project stakeholders, owners, developers, construction managers, and design professionals
• Maintain Non-Conformance Log and coordinate with project manager to document resolution.
• Accompany the PM, when requested, to construction site meetings to assist with project document control efforts

Post-Construction Phase:

• Compile final report package, including all project inspection and laboratory reports and/or jurisdiction having authority (JHA, DSA, HCAI, if required) for delivery to the client upon project completion
• Close project within ERP upon receipt of final payment and release by PM

Additional Qualifications/Responsibilities
Required Qualifications:

• Prior administrative experience with a construction or engineering company
• Valid driver's license, with good driving record
• Proficiency with MS Office programs

Preferred Qualifications:

• 2 yrs. of administrative experience in construction or engineering
• Previous experience as a Project Coordinator and/or Project administrator
• Experience using ERP systems and Deltek Vision
• Expert or advanced-level user of Microsoft Word, and proficient user of all other MS office applications