What are the responsibilities and job description for the Project Administrator position at McCarthy Building Co?
The Project Administrator will report to the department head, this position assists the department in ensuring the department meets its goals and runs smoothly. This includes coordination with other departments, external entities, clients, etc as well as other offices.
Department Administration
- Performs basic accounting functions including expense reports, invoice processing, billings, job cost report filing, downloads from Oracle, and chart of accounts upload.
- Coordinates departments schedule; including coordinating daily commitments, room schedules, meetings, lunches for the bid teams, travel and external commitments.
- Assists all members of various departments in meeting our client’s needs
- Maintains document management of plans/specs/addenda on all new projects, requiring contact with owners, architects and subcontractors for documents and monitors all plan deposits and refunds.
Bid Coordination and Support
- Coordinates bid day activities, completing bid proposals to owners, soliciting disadvantaged business participation, distributing incoming bids and receiving phone bids.
- May assist with publishing of bid.
- Coordinates bid schedule/calendar and maintains document control.
- Coordinates the bid invitation and subcontractor communication process utilizing bid invitation software.
- Coordinates and completes estimate deliverables.
Subcontractor Coordination
- Assists with subcontract production as needed.
- Maintains subcontractor databases, updating subcontractor information as required.
- Assists staff in the development of project specific subcontractor lists.
- Assists subcontractors with the filing of prequalification documents for Tier 1 approvals.
Qualifications:
- High School Diploma or equivalent.
- 0-5 years of experience of administrative support in a fast-paced environment.
- Experience in construction estimating or preparation of construction bid proposals helpful but not required.
- Must be proficient in the use of MS suite of products, MS Word, Excel, PowerPoint and Outlook.
- Knowledge of estimating software, such as WinEst or OST is helpful but not required.
- Ability to deal with multiple and competing priorities while paying close attention to detail.
- Excellent communication skills both written and verbal to communicate with a wide variety of internal and external clients/customers.
McCarthy Building Companies is proud to be an equal opportunity and affirmative action employer regardless of race, color, gender, age, sexual orientation, gender identity, gender expression, religious beliefs, marital status, genetic information, national origin, disability, protected veteran status, or any other basis protected by federal, state, or local law.
