Project Administrator/Receptionist

Project Administrator/Receptionist 

Provides operational support to multiple projects, carries out project tasks as directed by the Project Manager.  The position is directly responsible for the management of subcontract documents, project accounting administration and trade partner communication. 

Provide great customer service through answering company phones and directing calls to greeting customers at the front desk.  Assist/lead general office administration duties as needed and/or required. 

  Top Responsibilities  

• Represent the Company with friendly enthusiasm as the first face our customers may be greeted by.
• Handle incoming calls quickly and efficiently  
• Support PM's and work with PE's 
• Organized, efficient with solid time management skills 
• Dependable, reliable attendance 
• Good understanding of construction practices and procedures 
• Solid understanding of cost accounting and budgets 
• Work on several complex projects at once 
• Office Administration duties 

 Primary Duties 

Receptionist duties including but not limited to: 

• Greet Customers, subcontractors, solicitors, etc
• Answer front desk phone including transferring and taking messages
• Distribute mail
• Maintain break.kitchen area
• Set up meetings including invitations in Outlook, document preparation, and catering as needed 

Project Administration duties including but not limited to: 

• Project set up in company software platforms
• Input all contracts, budgets, budget adjustments, purchase orders, and change orders in Procore
• Prepare drawing index for projects
• Assist with & distribute plans/specs
• Set up electronic and hard copy job files for the office and field
• Prepare & issue subcontractor contracts and purchase orders including: 

• • • Pre-contract safety & health agreements
    • Pay apps
    • W-9
    • Policies and Procedures, ect
    • Material supplier list
• Maintain and track insurance for all subs on each project 
• Assist with prep on applications for payment to the owner
• Assist with review of subcontractor pay apps and invoices
• Review subcontractor certified payrolls and preparation of forms for submission to Government
• Distribution of checks to subs and obtaining sub lien waivers 
• Obtain, prepare, and distribute close-out documents 
• General correspondence with subcontractors and suppliers 
• Prepare shipping documents and pack items for shipping via DHL, FedEx, UPS, and USPS
• Request and submit Performance and Payment Bonds for new projects
• Import/export needed information into RMS, inludingbut not limited to: 
  • • Subcontractors
    • Data entry for certified payrolls
    • Insurance
    • SF 1413’s

• Prepare Quality Control Plans and Accident Prevention Plans for new projects and bids 
• Obtain and submit information for Government quarterly and semi-annual reports (i.e.: ARRA and subcontracting reports, etc.)
• Assist in obtaining badge privileges for subcontractors

Education and Experience: 

• Bachelor’s degree in related field preferred.
• Prior related office experience preferred
• 1-3 year experience preferred.  
• Notary 
• Preferred previous experience with Microsoft Office Applications, Procore, Timberscan, and Sage

 Physical Requirements: 

•  Prolonged periods of sitting at a desk and working on a computer. 

 Please note that the salary information shown below is a general guideline only. Salaries are based upon candidate experience and qualifications, as well as market and business considerations. 

Summary pay range: $25-$34 Hourly