Assistant Project Administrator

Overview
We are seeking a highly organized and detail-oriented Assistant Project Administrator to support electrical and construction projects, focusing on managing submittals and Operations & Maintenance (O&M) Manuals. The successful candidate will assist with administrative tasks related to submittals, ensure compliance with project specifications, and play a key role in preparing and organizing O&M Manuals for project handover. This position requires a proactive individual who can manage multiple tasks while maintaining a high level of accuracy and efficiency.

Key Responsibilities:

Submittal Management:

• Coordinate, track, and manage the flow of all project submittals, including materials, shop drawings, and product data.
• Manage preparation and tracking for all pertinent requirements for project packages: Lighting, Gear, Fire Alarm & Special System.
• Review and verify that submittals are complete, accurate, and in compliance with contract documents and specifications before submission to the client or contractor.
• Maintain and update the submittal log to ensure timely submission, review, and approval/rejection of documents.
• Ensure submittals are properly filed, archived, and readily accessible for future reference or audit.

O&M Manuals Preparation and Management:

• Assist in the development and compilation of comprehensive Operations & Maintenance (O&M) Manuals for all installed systems, including electrical, mechanical, and other building systems.
• Ensure O&M manuals are complete, including system operation instructions, maintenance procedures, troubleshooting guides, and warranty information.
• Review and verify the accuracy of O&M documentation submitted by subcontractors and suppliers, ensuring compliance with project requirements.
• Coordinate with various teams, including subcontractors and vendors, to collect necessary documentation and ensure O&M Manuals are prepared and submitted according to project timelines.

Documentation and Reporting:

• Prepare, organize, and maintain all project documentation, including contracts, RFIs (Requests for Information), change orders, and progress reports.
• Assist in preparing regular status reports on submittal progress, O&M Manual completion, and other project-related documentation.
• Ensure that all documentation is compliant with industry standards and client requirements.

Communication and Coordination:

• Act as a liaison between the project team, contractors, subcontractors, and suppliers to facilitate efficient communication regarding submittals, O&M documentation, and general project requirements.
• Work closely with the project manager to ensure deadlines for submittals and O&M manuals are met and that any issues are addressed promptly.
• Schedule and attend project meetings as required, ensuring clear communication regarding submittals and O&M Manual preparation.

General Administrative Support:

• Provide administrative support to the project management team, assisting with various tasks to ensure smooth project execution.
• Maintain project files, documents, and drawings in an organized and easily accessible manner.
• Assist with other project-related duties as assigned, contributing to the overall success of the project.

Qualifications:

• Education: High school diploma or equivalent required. Preferred college credit in construction management, electrical engineering, or a related field is preferred.
• Experience:
• Preferred 2 years of experience in project administration, with a focus on electrical or construction projects.
• Experience with submittal management, O&M Manual preparation, and construction documentation is highly desirable.
• Skills:
• Proficient in MS Office Suite (Excel, Word, Outlook) and project management software (e.g., Procore, Buildertrend, or similar).

If you value people, hard work and integrity, and believe you might be a good fit we'd like to hear from you.

Job Type: Full-time

Pay: $25.00 - $28.00 per hour

Expected hours: 30 – 40 per week

Schedule:

• Day shift

Work Location: In person

Salary : $25 - $28