What are the responsibilities and job description for the Project Administrator position at Thomas Mechanical & Fire Protection?
Project Administrator
Thomas Mechanical is one of the fastest growing Mechanical Contractors in the Upstate of South Carolina. We are taking on more projects and are looking to expand by hiring a PROJECT ADMINISTRATOR to work in a team-first environment.
ABOUT YOU:
Driven, organized, and customer-focused with a proactive approach to anticipating and addressing project needs. A true team player, you collaborate seamlessly with Project Managers, Leadership, and Field Technicians to ensure smooth project completion. You manage time and resources effectively to meet deadlines and keep projects on track. The ideal candidate will have construction contract management experience.
ESSENTIAL FUNCTIONS:
The duties and responsibilities include, but are not limited to:
- Contract & Document Management: Manage and organize construction contracts from start to finish, maintaining a log of contract value changes. Track project contracts, change orders, permits, insurance documents, and other regulatory paperwork. Receive, organize, and distribute all necessary documents for new and ongoing projects. At project completion, request surety bonds to finalize each successful project.
- Compliance and Quality Control: Order COIs, bonds, and other required documents to ensure all regulatory and contractual requirements are met and that the project adheres to quality standards.
- Project Setup and Coordination: Manage new projects in ProCore and QuickBooks to ensure accurate and accessible project data for project managers. Assist in preparing and submitting permit applications, and maintain a permit tracking worksheet, including PIN numbers for inspections.
- Communication Hub: Act as a liaison between the project manager, team members, clients, and vendors.
- Budget & Cost Management: Enter estimated and actual job costs by cost code into accounting software, and record purchase orders and subcontracts as committed costs. Prepare and update weekly WIP reports to track project costs.
- Billing: Ensure timely billing of all active projects each period. Prepare and submit billing documents, coordinate with Project Managers to capture all billable costs, and obtain lien waivers from vendors for submission to the General Contractor to ensure prompt payment.
- Collections: Monitor and ensure timely receipt of payments per contract terms. Contact customers to inquire about outstanding invoices and identify and eliminate obstacles preventing payment. Coordinate with the Project Managers on outstanding retainage requests to identify documents or circumstances that are holding up payment.
- Report Employee Production Time: Prepare daily/weekly production time reports for temporary workers, reconcile with vendor invoices, and distribute time reports using GPS and ProCore. Alert Project Manager to any discrepancies in employee time by job.
- Contact Management: Create and manage the vendor and customer directory.
SKILL REQUIREMENTS:
- Experience in contract management; ideally a background in the construction industry.
- Quickbooks, Google Sheets, Excel.
- Knowledge in ProCore, GCPay, AIA, Textura, and other construction billing software are a plus.
- Strong written and verbal communication skills for interacting with clients, vendors, contractors, and internal team members.
- Demonstrate a team-first attitude and eager to take on new challenges.
- Ability to quickly address and resolve issues as they arise during a project.
- Work efficiently in a team environment.
BENEFITS:
- Competitive pay based upon experience
- Bonus opportunities
- Health, Dental and Vision Insurance
- Life Insurance
- Holiday and Vacation Pay
- 401(k) Retirement Plan with company matching
- Relocation Assistance Available
SCHEDULE:
- Monday-Friday (8:00 am – 5:00 pm)
WORK LOCATION: Laurens, SC.
- Employee will be expected to work inside the office daily.
JOB TYPE:
- Full-time (40 hours) permanent position
SALARY:
- Based upon experience
ABOUT US:
Founded in 2004, Thomas Mechanical is an independently owned, full-service mechanical contractor focused on delivering turnkey HVAC and mechanical services to a strong base of commercial and industrial customers. Conveniently located along interstate 385 in Laurens County, South Carolina we service a wide range of customers throughout the Upstate of South Carolina and neighboring communities. We take pride in delivering exceptional workmanship, design, fabrication, installation, and customer service. As one of the fastest-growing companies in South Carolina, we're fueled by brilliant minds and skilled technicians.