Construction Project Administrator - Construction, Santa Barbara, CA

CONSTRUCTION PROJECT ADMINISTRATOR – CONSTRUCTION, Full Time (Santa Barbara, CA)

At The Towbes Group, we proudly create communities where people thrive. Headquartered in Santa Barbara, California, The Towbes Group is an award-winning, fully integrated property management, development, and construction services firm with over 60 years of experience on the Central Coast. We live and breathe these attributes with all we do. As an integral Construction team member for the Towbes Group, this position will provide extraordinary customer service to our internal team members and external customers, exemplifying the core values and our dedication to quality and service. This position will have direct responsibility as a construction team member to assist in the accomplishment of the department's goals and objectives. This position will elevate the team as a member of the company’s high-performance culture that emphasizes Community, Integrity, Quality, ROI, Sustainability, Team, and Customer Service.

We are looking to hire a highly skilled Construction Project Administrator for specific activities related to construction services, including administrative aspects of a project, such as scheduling meetings, budget development, contract issuance, tracking progress, maintaining project documents, and purchase orders for all projects. Provides bid analysis and qualifications for subcontractors being considered for projects. Develops and manages communication, reports, and Procore management systems incorporated by project team.

ESSENTIAL JOB FUNCTIONS

Ongoing Project Tasks

• Plans, Distribution & Tracking:
  • Acquiring copies of plans as needed for distribution.
  • Obtaining necessary bid package information.
  • Creating Distribution lists, including transmittals.
  • Managing Subcontractor contact info for onsite vendors.
  • Updating and maintaining identical plan sets in Project Offices, SharePoint, and Procore.
  • Maintaining a tracking log of plan distribution.
  • Bid Tracking/Purchasing:
    • • • Updating bid book with new proposals
        • Communicating with vendors and subcontractors to clarify proposed information
        • Providing weekly reports regarding bid status including due dates, bids received, bid revisions, and declined bids
        • Maintaining and updating specification catalogs and files
• Assist the Director of Construction with Project buyout:
  • Preparing bid packages
  • Manage bid information
  • Manage subcontractor selection
  • Prepare contract information, including cost code, scope, and schedule of values.
  • Creating budgets using Excel.
• Daily Extra Work Authorization (DEWA)
  • Generating a DEWA form based on the site's additional required scope of
  • work. Communicating with vendors and subcontractors to clarify proposed information.
  • Providing weekly reports as to the status via tracking log; including the issue date and due date, received and forwarded to accounting.

• Request For Information (RFI)
  • Receive and distribute to appropriate consultants & owner representatives all RFI’s from subcontractors via Procore
  • Distribute responses via Procore to all necessary team members and subcontractors. Manage and maintain the RFI log in Procore

• • Submittals
    • Receive and distribute to appropriate consultants & owner representatives all subcontractors via Procore
    • Distribute responses via Procore to all necessary team members and subcontractors. Manage and maintain submittals log
    • Maintain and manage physical samples of project-specified materials such as carpet, cabinet, flooring, paint, siding, roofing, etc.
  • Office Responsibilities
    • Temporary Labor Invoices/Timecards
    • Coordinate tracking of temporary labor log daily.
    • Distribute the logs to the necessary team members and providers.
  • Office Goods Purchasing
    • Manage and maintain all needed project office supplies and equipment for construction projects.
    • Ensure subcontractors submit daily logs and weekly OSHA training documents.
    • Complete weekly rental logs and distribute them to the accounting team.

• • Project Closeout
    • Compile all project files for archive.
    • Complete specifications and warranty books
    • Assist accounting with Notice of Completion (NOC) documentation
    • Assist with the permit documentation
    • Assist with utility closeout procedures

• Special Projects and Tasks

• Set up project utilities as needed and directed by project superintendents.
• Maintain and update all filed superintendent procedures manuals, including IIPP, EPM, and OSHA documentation
• Provide quality control walks during the unit completion process
• Generating a “punch list” to provide to the finish team
• Re-walking the unit to confirm completion of punch list items
• Administrative support for Superintendents and projects
• Master Agreement Compliance
• Vendor Setup
• Completion of Compliance Forms.
• Compile and manage all warranty items.
• Processing fees and payments.

REQUIREMENTS

• High school diploma, or equivalent and relevant experience.
• 2-3 years of Administrative Construction management experience
• Ability to work independently and prioritize effectively in a challenging environment.
• Intermediate to advanced level knowledge of MS Office Suite including Outlook, Word, PowerPoint, and Excel (including Excel functions).
• Ability to work in a manner consistent with having a high level of integrity, honesty, courage, and loyalty
• Strong problem-solving skills and work independently.
• Providing high-quality customer service whether to the internal or external customer
• Ability to put people first in all aspects of your position
• Work with the intent of the betterment of our community
• Ability to effectively comprehend and interpret policies and procedures in the work environment
• Ability to work independently and collaborate effectively as a team member
• Ability to exercise good judgment in making decisions
• Ability to work under pressure, prioritize, and meet deadlines
• Ability to complete tasks within prescribed time frames
• Ability to manage and develop personnel resources
• Ability to disseminate information and guidelines clearly to others and check for understanding
• Excellent interpersonal skills to communicate effectively with a wide range of employees and customers.
• Professional in verbal and written communication
• Proficient with: MS Word, Excel, Outlook, Internet
• A clean DMV record, proof of vehicle insurance and background check

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and/or governmental regulations. Ability to create and/or write reports, business correspondence, and/or procedural manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.

MATHEMATICAL SKILLS AND REASONING ABILITY

Ability to calculate figures and perform basic math functions. Ability to interpret various instructions furnished in written, oral or schedule form.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, repetitive wrist movements, talk, hear, walk, and sit. The employee is occasionally required to stoop, kneel, or crouch. The employee may be required to stand for extended periods. The employee may occasionally lift, push, pull, carry and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus. The noise level in the work environment is usually moderate.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

What Towbes Offers

• Competitive wages! This is a non-exempt position with Hourly Pay Range: $36.06 - $54.33.
• A rewarding work environment
• Health Insurance: medical, dental, vision, life, and long-term disability
• 401k and liberal company match
• Paid vacation/sick time programs
• Local Coastal Housing Partnership benefits

The Towbes Group is an Equal Opportunity/Affirmative Action Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Salary : $36 - $54