What are the responsibilities and job description for the Project Administrator position at GRAYWOLF INTEGRATED CONSTRUCTION COMPANY?
Position : Project Administrator
Reports to : General Manager
Department : General and Administrative
Status : Regular Full Time Position - Exempt / Salary
Position Value Proposition
As a Project Administrator you will be responsible to assist Project Management Teams in coordinating the necessary activities to ensure the fulfillment of contracts. Creates and submits timely billings and necessary supporting documentation. Monitors the status of invoices and payments with our clients and coordinates collections and forecasting with Accounting. Also coordinates the subcontractor and vendor pay applications and related lien releases with Accounting. Provides necessary administrative support to the Project Management teams as related to documentation distribution, copying, filing and maintenance of necessary files. Also assists the Contracts Administration department in the routing of change orders.
Core Responsibilities
- Complete AIA documents and schedule of value updates for customer billing on a monthly basis according to contract requirements.
- Handle lien waivers and releases as required by customer.
- Prepare close-out documents as needed.
- Perform clerical duties as necessary.
- Reconcile billings and invoices.
- Distribute necessary documents and information to appropriate personnel.
- Send collection notices.
- Distribute preliminary notices for related projects.
- Maintains documentation and file keeping for management and project records.
- Process change orders and incorporates into project billings.
- Distribute and handle necessary bond information and consent of sureties.
- Coordinates insurance enrollment enrollments, updates and reconciliations. Ensures that the company complies with all insurance requirements for each project.
- Utilization of client Construction Management software programs and on-line billing programs
ADDITIONAL DUTIES & RESPONSIBILITIES :
This job description is not an exclusive or exhaustive list of all job responsibilities and functions that an employee in this position may be asked to perform. Above statements describe the general nature and level of work being performed. Duties and responsibilities can be changed, expanded, reduced or delegated by management to meet the business needs of the company)
Required qualifications (Knowledge, Skills, and Abilities) to perform essential functions of this position :
Core Competencies :
Work Experience
At least two (2) years of related experience maybe required.
Education / Training
HS Diploma or equivalent.
Specialized Knowledge - Certificates & Licenses
As outlined in the Core Competencies, an individual must have thorough knowledge and an advanced understanding of each competency outlined above in order to carry out the essential functions of this position. Specialized Knowledge is also required in the following areas : Computer experience, knowledge of MS Office, Outlook, Teams, Excel, Bluebeam / Adobe Acrobat Reader, general accounting principles and familiarity with accounting software (Sage, Oracle, Timberscan, etc...). In-depth knowledge of lien proceses, waivers and releases. Excellent time management, communication and organizational skills. Proficient PC skills for utilization of MS word processing and spreadsheet software.
Software & Technology
Personal Computer; phone; Computer Software includes : MS Windows, MS Office Teams, Word, Excel, and Outlook; Bluebeam / Adobe. Sage, Oracle, Timberscan, Procore, and Tekla system.
Work Environment
Position requires as many hours needed to fulfill the daily and weekly obligations required to carry out the functions. Working long days including evenings and weekends to achieve project deadlines can be required for this position. A clean driving record will be required due to required road travel. Current and valid driver's license and proof of acceptable insurance is required. This position is generally indoors in a climate controlled office. Reasonable accommodations will be made upon request for those who have disabilities that qualify under the American with Disabilities Act.
Graywolf is an Equal Opportunity Employer with and Affirmative Action Plan.
