Office Administrator

About the Role

The Office Administrator reports to the Project Manager or other designated supervisor. This position is primarily responsible for administrative work to support the assigned construction project. This includes contractor management, insurance, project accounts payable and receivable, safety program, weekly jobsite payroll, field employees processing, and digital archiving of jobsite files. The Office Administrator is expected to have great time management skills, strong attention to detail, and a general knowledge of construction terminology and processes. They are also required to handle stress and work with high energy

Skills & Qualifications

• High school graduate required, with some college preferred
• 2 or more years in construction industry with project administration experience required at a general contractor, MEP subcontractor, or architectural design firm
• Proficient in MS Office, including Word, Excel, PowerPoint, and Outlook
• Excellent time management skills, including the ability to handle stress, work with high energy, and work beyond normal work hours, as needed, with little to no advance notice
• Excellent organization and communication skills with strong attention to detail, especially editing, grammar, spelling, and punctuation
• General knowledge of construction terminology and processes
• Self-starter with organized and effective work habits 
• Demonstrated problem solving and training skills

·       Capable of exercising discretion and working independently to resolve problems and maintain a productive work

Primary Duties

• Understand the interconnections of Endive, Fennel and Teambuild to effectively manage a project through all stages.
• Utilize proper document archiving processes through Endive and the file server for all project documents. Manage project documentation archiving for efficient project audits.
• Manage general office support for a job team including maintaining supplies, equipment, mail, etc.
• Complete the new hire process for field employees including Job Application, W2, I9, etc.
• Accurately process weekly field payroll per all job and union requirements.
• Process subcontract invoices and manage check approval process to ensure timely payment. Evaluate subcontractor pay applications and schedule of values for proper percent complete, retainage, and contract amounts. Collect monthly conditional and unconditional waivers for subcontractor check release.
• Review and properly enter vendor invoices not assigned to subcontract.
• Prepare monthly Owner Billings for both GMP and Lump Sum billings per the Owner Contract Requirements, and revise Owner Billings as required in the system. Assist Job Team in ensuring the receipt of timely payment from the Owner.
• Maintain job site emergency action plan, crisis management book, and other emergency documents.
• Effectively manage financial closeout of a project for the Owner and Subcontractors, including final billings, final owner billing projections, retainage, and waivers. Utilize the Subcontractor Closeout Module to track the progress of closeout.
• Organize and complete site and trailer office set-up for items such as temporary utilities, internet, office equipment etc.
• Analyze various types of Owner Contracts to understand the job specific requirements to execute Job Accounting and billing (ex. Fee, Billing Type, When to Bill, Contract Amount, etc.) Use this understanding to ensure the Endive Job Record is properly populated for accurate system functionality.
• Analyze and understand the loaded project estimate to ensure correct cost of work, fee percentage, allowance/contingency, etc. for proper set-up specifically prior to the first owner billing.
• Analyze and understand the Subcontract Boiler Plates and Attachments for all subcontract types (S,P, E, M etc.) to ensure accurate owner billing and subcontractor payment.
• Understand the various Job Cost Entries that are charged to a project and manage the job cost entries on monthly basis to ensure proper and timely reimbursement. Appropriately utilize Journal Vouchers (JVs) as necessary for proper cost management.
• Properly create and manage billing projections as required for Owner Billings with special attention to ensuring billing projections are reversed.
• Review Retainage Logs monthly to ensure proper retainage is being held per the Owner Contract. Process retainage release Owner Billings when required.
• Understand the different types of insurances for a project and accurately manage the insurance cost to ensure proper reimbursement per the specific job requirements (billing up-front and true up, bill monthly etc.)
• Review and confirm proper SDI charges for monthly pay application to Owner.
• Review Builder Risk Policy to confirm insurance accurate deductibles and premiums. Ensure proper P&P Bond is documented/billed and Final Consent of Surety is received.
• Manage Non-Billable Costs accurately per the Owner Contract.
• Create and manage purchase orders as required for a project. Ensure proper invoicing to these purchase orders for the designated material.
• Understand the basic workflow of Change Management to validate the Owner Schedule of Values and to assist the job team in creating PCs, OCOs, and SCOs when required.
• Identify and collect unexecuted Subcontracts and Sub Change Orders to process monthly sub pay application. Ensure subcontractors are not being paid over their executed subcontract amount.
• Understand the basics of Financial Management (PFR, CFR, Subledger etc.) to assist the Job Team in monthly reporting. Use financial management business acumen to help job team meet margin goal. 
• Modify and manage confidential employee payroll records with proper job specific rates (DPE rates, professional rates, etc.)
• Manage the Sub Insurance log and request missing and/or expired certificates of insurance (COI) for BIPD, LSIP and OCIP Projects. Ensure proper COIs are completed per the job requirements.

·       Prepare and post necessary safety signage and yearly OSHA logs.

Secondary Duties

• Process joint check agreements as necessary on a project.
• Collect required documents for bonded subcontractors, specifically to release final payment.
• Prepare Labor Production Reports and enter quantities as necessary to support the monitoring of labor cost.
• Create and maintain project equipment log for ARMS Insurance.
• Assist in implementing and documenting site-specific safety orientation for all workers.

Physical Requirements

Must be physically fit enough to function safely on a project site and office setting.   This includes the following:

• Prolonged periods sitting at a desk and working on a computer with repetitive movements
• Ascends or descends ladders, scaffolding, and steep slopes with agility (Climb)
• Maintains body equilibrium to prevent falling from precarious situations (Balance)
• Lowers the body to floor level and move with agility (Stoop or Crawl)
• Extends out and retrieves objects outside immediate range (Reach)
• Supports oneself and stays in an upright position (Stand)
• Presses against something with substantial and steady force to thrust forward, downward, or outward (Push)
• Exerts a considerable force to draw, drag, haul, or tug objects in a sustained motion (Pull)
• Raises substantial objects from a lower to a higher position or moves objects horizontally from position to position (Lift)
• Maneuvers small objects precisely by whatever means (Pinch or Pick)
• Seizes an object by applying considerable force (Grip)
• Detects attributes of objects, such as size, shape, temperature, texture, tension, or force by tactile means (Feel)
• Expresses or exchanges ideas through spoken word (Speak), preferably English.
• Perceives the nature of sound with no less than a 40db loss @ 500 Hz, 1,000 Hz, and 2,000 Hz with or without correct (Hear)
• Is subject to substantial repetitive motions of the body and or its parts 
• Must have good depth perception, field of vision, near acuity

·       Frequently exposed to weather (occasionally extreme cold, extreme heat, wet, and/or humid, exposure to dust and fumes, and working in highly exposed places)

Additional Requirements

• Current driver’s license, required.   
• Work on-site at a main office or project location, required
• May be called after hours and on weekends to address delays, emergencies, bad weather, and other issues at the jobsite
• May require travel

Linbeck Group and its affiliates are committed to maintaining a working environment that encourages mutual respect, promotes respectful and productive relationships between co-workers, and is free from all forms of prohibited harassment or discrimination of any Employee or applicant for employment by or against any person, including supervisors, co-workers, temporary or seasonal workers, vendors, or customers. As a result, the Company prohibits any form of harassment or discrimination because of race, color, religion, sex, pregnancy, sexual orientation, age, national origin, physical or mental disability, or any other basis protected by federal, state, or local law.