What are the responsibilities and job description for the Project Administrator position at McGill Associates, P.A.?

Job Description

McGill is a civil engineering firm fostering long-term relationships with the communities that we serve in North Carolina, Tennessee, South Carolina, and Virginia since 1984. We pride ourselves on transforming the communities where we live and work and our employees are critical to our success. Compensation, benefits, and paid time off help our employees maintain a healthy work / life balance and we are proud to offer flexible and hybrid schedules, competitive salary and bonuses, and a generous benefit package. Relocation assistance may be available

The Project Administrator is responsible and accountable for assisting Senior Project Manager (and Project Managers) in their defined roles of Project Level Work, Administration, and Business Development.. Responsibilities include coordination of Company processes, procedures, and standards and the promotion of Company culture and core values. They are responsible for contributing towards a positive and collaborative working environment with Managers and their teams, and for collaboration within the respective practice area involving cross-office and cross-discipline work.

Schedule Coordination

Coordinate and assist the SPM / PM in the creation, updating, and maintenance of project schedules and the scheduling system
Monitor schedules, deliverables, and submittal logs & inform SPM / PMs of approaching deadlines.
Coordinate and participate in meetings (project, team, client, contractor, subconsultant, funding agency, regulatory agencies, etc), including scheduling, agendas, and minutes.
Assist Senior Project Manager with their schedule and anticipated tasks associated with items.

Project Administration & Coordination

Assist SPM / PM to prepare agreements including scope, schedule, work plan, fees, and terms and conditions.

Assist with development of subconsultant agreements.

Assist with project planning, advertising, scheduling, budgeting, bidding, and reporting; assist Senior Project Manager to identify and resolve project issues and risks.

Manage assigned project elements per Senior Project Manager delegation, oversee and delegate tasks, keep Senior Project Manager abreast of project progress.

Prepare agendas and minutes and follow up on action items / issue logs.

Communicate regularly with Senior Project Manager of any significant challenge, deviation from procedures and metrics, or incidents that occurs on projects.

Assist Senior Project Manager with project financial health, including key performance indicators, percent complete, invoicing, labor allocation, etc.

Track project progress, deliverables, permits and quality standards; develop and track status of contract documents and coordinate signatures with client and contractor.

Identify funding agency details and project specific requirements prior to project kick-off meeting.

Assist in development of technical specifications.

Prepare project status reports to clients as necessary.

Coordinate conformed construction drawings being completed, prior to the pre-construction meeting with contractor.

Maintain project documentation, records, invoices and databases; coordinate the project closeout process.

Assist grant team and clients with requisitions to funding agencies and manage funding documentation at the project level.

Communication

Communicate with project stakeholders, clients, contractors, suppliers, and other team members.

Represent our Company in communications with clients per Senior Project Manager direction.

Other

May backup administrative staff as requested by Senior Project Manager or Office Manager to ensure smooth operation of the office.

Participate in special projects and perform other duties as assigned.

Serve on Committees and Teams as requested by management.

Qualifications

Bachelor’s Degree Preferred; at least 2 years of experience in project administration or coordination highly preferred.

Proficiency in Microsoft Office and Adobe Acrobat required; familiarity with project management software and tools a plus.

Proficiency with Deltek Vantagepoint highly preferred.

Excellent writing, communication, organizational, and critical thinking skills required.

Knowledge of engineering principles and practices or construction is a plus.

Ability to work independently and collaboratively in a fast-paced environment.

Valid driver's license required.

Benefits

Flexible & hybrid schedules

Competitive salary and performance bonuses

Employer paid health, dental, vision, disability, & life insurance for employee

Paid time off including vacation, sick leave, & holidays

McGill Associates is an Equal Opportunity Employer and participates in E-Verify. We conduct pre-employment drug screens and background, credit, and motor vehicle checks in accordance with all federal and state statutes. We will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. All McGill Associates' facilities comply with the American with Disabilities Act. Persons with hearing and / or speech impairments may contact McGill Associates by dialing 711 to access the State Relay Service for TTY / TDD. Candidates with limited English proficiency may discuss employment opportunities with the help of an interpreter by calling 828.252.0575.

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