What are the responsibilities and job description for the Construction Administration Manager position at Sheltair?
The ideal candidate is a highly detailed professional who manages numerous simultaneous tasks well, has a passion for finding solutions to complex problems, has excellent math skills, excels at performing focused and accurate work, and respects deadlines. This individual must possess a high level of integrity with the ability to maintain strict confidentiality of Sheltair’s financial and proprietary information. The Construction Administrator must enjoy and excel at working with and keeping a close-knit team.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Working with the department’s project management team the Construction Administrator will:
- Receive, review accuracy and completeness of, and ensure proper processing and approval for all applications for payment and invoices using Yardi
- Create and manage project budgets in Yardi with input from project management staff, and generate reports as needed for distribution to company leadership.
- Track the financial and accounting status of all design and engineering consultants, contractors, vendors, suppliers, and any other consultants engaged on projects.
- Serve as the primary liaison between the Construction Department and the Accounting Department to ensure that all necessary documentation for funding and payment is timely and accurate.
- Serve as the primary liaison between the Construction Department and the company’s lender providing requested documentation, reports, and coordination of site visits as needed.
- Develop and manage RFQs and RFPs for design and engineering consultants and contractors.
- Liaise with outside legal counsel regarding contracts and other legal documents.
- Process and apply for entitlements and permit and record Notices of Commencement in multiple jurisdictions.
- Oversee electronic and hard copy record-keeping for all projects including schedules, budgets, correspondence, reports, and photo-documentation.
- Help coordinate with the Properties and Maintenance teams to ensure there is no project scope gap and that accurate communication and information sharing occurs.
- Enter data and run reports using Yardi.
- Schedule and coordinate virtual and in-person meetings for the project management staff.
- Assist in other tasks as required to support the project management team in the successful execution of projects.
QUALIFICATIONS/SKILLS/ABILITIES:
- Construction and design technical know-how and the ability to communicate effectively with architects, engineers, contractors, and other related consultants.
- An understanding of AIA contracts and agreements for design consultants and contractors and the ability to determine the requirements of said contracts and agreements.
- An understanding of the calculations associated with AIA Applications for Payment particularly as it relates to percentage of completion, change orders, and calculating retainage.
- Experience in financial analysis, budgeting, forecasting, and performance measurement
- Strong analytical and problem-solving skills with experience in dynamic, multi-tasking environments
- Advanced Microsoft Excel skills (financial and logical functions; work with multiple worksheets and workbooks; work with budgets; generate and work within financial models)
- Advanced mathematical skills
- Excellent written and verbal communication skills, including the ability to interact effectively with all levels throughout the Company.
- Proven ability to communicate with and present to corporate executives.
- Exceptional team player with integrity, confidence, and composure
EDUCATION AND/OR EXPERIENCE:
- Bachelor’s degree or equal experience
- 3-5 years’ experience in a construction administration role with a contractor or a firm in the construction or real estate development industry