Project Administrator/Office Manager

ABOUT YOU

Are you ultra-organized and love to lend a hand? Do you take a proactive approach to your work and like to stay one step ahead? Do you want to be part of an amazing office culture with a successful and rapidly growing organization? If the answer is, “Yes!” then we have an opportunity that will impress you. Who are we? We are ARCO, a Family of Construction Companies!

We are looking for an energetic administrative professional to join our team. You’ll support a team of Construction Project Managers and Executives and have an integral role in keeping our projects running smoothly!

WHAT WE CAN OFFER YOU

We are dedicated to the well-being of our associates and are proud to be consistently recognized as a Best Place to Work. Our compensation and benefits package not only supports our associates and their families but benefits local communities and communities around the world.

• Industry-leading performance-based bonus program
• Employee Stock Ownership Program (ESOP)
• Traditional and Roth 401k
• Tuition reimbursement for associates
• Scholarship for associates’ children up to $28,000 per child
• 1-month paid sabbatical after every five years of employment, plus $5,000 for travel
• 1-week paid volunteer leave each year
• Family Planning support
• 15 business days of PTO 8 paid holidays 1 floating day
• 12 weeks of paid Maternity leave
• 100% charitable match
• Medical, dental, and vision insurance coverage
  
  

At ARCO, our first core value is to treat people fairly and do the right thing. We are proud to be an equal opportunity employer, and all qualified applicants will receive consideration for employment.

A DAY IN THE LIFE

• Prepare various documents as directed by the Project Management Team such as Subcontracts, Purchase Orders, Change Orders, and Professional Service Agreements.
• Compliance Management - including insurance certificates, signed agreements, and required safety documents.
• Project Document Management - including project drawings, specifications, RFIs, submittals and associated logs. Knowledge of, and experience with, Procore is preferred. See section below for additional programs used on a regular basis.
• Act as the key communication hub, answer incoming phone calls and coordinate communication with vendors and customers in the event of a Project Manager’s absence.
• Manage office filing system to ensure documents are properly organized and archived.
• Be a welcoming personality to all visitors.
• Maintain various lists for Project Managers including job list for each region, subcontract tracking lists, etc.
• Complete and submit expense reports for Project Team members.
• Typing/preparing/formatting various items such as letters, general documents and proposals as needed.
• Assist Business Development and Marketing with the preparation of proposal packages and marketing materials.
• Make travel arrangements and create itineraries for the Project team when necessary.
• Assist in planning events for the office (team building activities, holiday events, community service events, business development events, etc.)
• Assist in planning and coordinating team trainings including multiple ARCO offices to include hotel room, catering, meeting space, etc.
• Assist marketing, business development and project management team with on-site events such as subcontractor appreciation, project groundbreaking / topping-out parties, etc.
• Process outgoing mail and packages as needed; drop packages at UPS store as required.
• Assist with management of company fleet vehicles.
• Take a lead role in upholding our work hard/play hard company culture.
• Oversee the general upkeep and cleanliness of the office environment to create a welcoming and efficient workspace. Coordinate maintenance vendors such as HVAC, window cleaning, general cleaning service.
• Assist with on-boarding new associates.
• Keep track of office supplies and place orders as necessary. Order drinks/snacks and stock areas/refrigerator as necessary.
  
  

NECESSARY QUALIFICATIONS

• 5 years of related project administration experience, construction or engineering industry
• Experience managing construction documents: drawings, contracts and insurance certifications
• Strong computer skills are essential. Must have working knowledge of Microsoft Suite (Outlook, Word, Excel, Teams, and PowerPoint)
• Experience with various software such as Procore, Textura, Sharepoint, MyCOI, Viewpoint, Egnyte, Concur, DocuSign, Keeper, Hotel Engine, Salesforce, PowerBI, etc.
• High School Diploma required; College degree preferred
• Ability to manage multiple priorities in a fast-paced, dynamic environment.
• Must be able to become a Certified Notary Public, if not already certified.
• Have a Winners Find A Way Attitude.
  
  

MAKE YOUR MOVE

We are proud to be one of the fastest-growing, privately-owned companies in America, celebrating over 30 years of experience as design-build experts. We have completed over 6,300 design-build projects across 48 states and 48 major cities nationwide. We ranked #4 out of the top 100 design-build companies in the U.S. and #17 on ENR's Top 400 Contractors list of 2024. Most importantly, our clients like us, trust us and want to do business with us. We are looking for people with the same enthusiasm, passion, and respect for the hard work that brought us to where we are today. Are you a person that can make a difference at ARCO? If the answer is, “Yes!” we look forward to meeting you.

ARCO does not accept unsolicited resumes from individual recruiters or third-party recruiting agencies without pre-approval from ARCO’s Human Resource team. Pre-approval is required before any external candidate can be submitted. ARCO will not be responsible for fees related to unsolicited resumes and for candidates who are sent directly to our hiring managers.