What are the responsibilities and job description for the Project Management Administrator position at Clancy & Theys Construction Co?
Under the supervision of the Senior Project Management Assistant (Team Lead), this position provides in-person administrative support for the Project Management Team. The Project Management Assistant (PMA) handles a variety of complex tasks simultaneously, such as generating reports, and preparing and monitoring invoices, expense reports and (on occasion) budgets. This position answers non-routine correspondence and assembles highly confidential and sensitive information. Additionally, this role deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Please note: hybrid or remote work is not available for this position.
PRINCIPLE DUTIES AND RESPONSIBILITIES:
- Prepare correspondence for Project Managers, including weekly project meeting minutes; distribute correspondence to appropriate parties.
- Enter project details into project/contract management system.
- Generate construction contracts, material purchase orders, proposed change orders (PCO’s) and change orders; submit to Project Manager for approval.
- Prepare and distribute documents (test reports, RFI’s, C-notes, etc.)
- Prepare AIA (American Institute of Architects) Contracts.
- Track project contracts and change orders.
- Coordinate with Assistant Project Manager to keep all drawings and plans current.
- Prepare and compile correspondence for Project Operation & Management Manuals.
QUALIFICATIONS/SKILLS AND KNOWLEDGE REQUIREMENTS:
- Work requires extensive knowledge of construction business and an excellent command of the English language.
- Must have knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment, at a level generally acquired through 5 years related experience.
- Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software.
- Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
- Some analytical ability is required in order to find solutions to various administrative problems, and prioritize work. A wide degree of creativity and latitude is expected.
- Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
