What are the responsibilities and job description for the Project Administrator position at W.E. O'Neil Construction?
Description
The primary function of the Project Administrator is to act as liaison between accounting and the project team ensuring accurate and timely financial reporting while contributing to the efficiency of the project team.
Key Responsibilities
The duties, responsibilities and attributes of the Project Administrator include, but are not limited to:
Technical Skills
- Electronic file maintenance (Box)
- Order supplies for the jobsite trailer as needed
- Accomplish the following job specific accounting tasks:
- Accounts payables – Subcontractor and open account material invoices
- Payment Applications
- Understanding of basic accounting terminology and the applications within the construction industry (i.e. general ledger accounts, journal entries, etc.)
- Understands the importance of monthly and yearend financial closing
- Understands internal controls in making payments, including:
- Signed authorizations (subcontract agreements, SCOs, material contracts, etc.)
- Authorization for payment (invoice, receipt of owner payment, sworn statements, sub bonds, subcontract and insurance in place)
- Release of payment (conditional and unconditional releases, sub-tier and material releases, certified payroll, union status letters, approval from Project Manager / team, etc.)
- Ability to critically analyze errors in coded invoices, expense statements, and other accounting transactions
- Understanding of cost reporting and tracking
- Understanding of phase codes and budgets within CMiC – Potential Change Items
- Risk assessment skills:
- Basic understanding of insurance in construction industry and its impact to our business
- Last line of defense in ensuring that subcontractors meet all insurance requirements and furnish fully executed subcontract agreements
- Understanding of contract agreements:
- How to create Master Subcontract Agreements in CMiC
- How to enter scope into CMiC for job specific subcontract agreements
- Run the necessary background reports and flag any issues for your Project Manager (CSLB, Compline, OSHA, previous history, etc.)
- Creates and compiles subcontractor exhibits
Management Skills
- Thoroughly understands and can complete pay applications for both lump sum and GMP projects
- Manages and tracks preliminary notices and monthly lien releases
- Issue joint checks for all sub-tier and material suppliers
- Ensures pay applications and subcontractor invoices are approved and submitted to OII prior to month-end and yearend financial closing
- Manages the posting process for all approvals – Subcontract LETs, Owner Change Orders, Budget Transfers, Subcontract Change Orders, etc.
- Timely payment for compliant subcontractors to ensure we have lien and stop notice free projects
Skills, Knowledge and Expertise
Personal Attributes
- Keen attention to detail, with an ability to spot errors
- Strong analytical and organizational skills
- Stress management/composure
- Work Efficiently – Allocates one’s own time efficiently; handles multiple demands and competing priorities
- Develop Systems and Processes – Identifies and implements effective processes and procedures for accomplishing responsibilities
- Takes initiative, strives for increased responsibility and has a desire to learn
- Shows emotional maturity, punctuality and dependability
- Motivate and contribute to the team and morale of the office
Interpersonal Skills
- Ability to work with varying seniority levels, including staff, managers, and external partners
- Effective written and verbal communication skills
- Problem solving and decision-making – works with others to identify, define and solve problems and take a proactive approach
- Foster Teamwork – Participates and fosters collaboration among team members and among teams
- Motivate Others – Encourages and empowers others to achieve; builds relationships; creates enthusiasm, a feeling of investment, and a desire to excel
- Drive for Results – Drives for results and success; conveys a sense of urgency and drives issues to closure; persists despite obstacles and opposition
- Show Work Commitment - Sets high standards of performance; pursues aggressive goals and works hard to achieve them
- Establish and maintain positive and effective working relationships with all subcontractors, vendors and WEO Team Members
- Highly resourceful team-player, with the ability to also be extremely effective independently
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
- Forward looking thinker, who actively seeks opportunities and process solutions
- Show alignment with and promotes WEO
Qualifications
College degree preferred or equivalent experience in a related field.
College degree preferred or equivalent experience in a related field.
Broad understanding of construction administration processes, including contracts, and construction documents.
Understands and effectively uses company software programs and systems:
a.) Proficiency in computer skills (MS Word, Excel Outlook, CMiC, Box, Bluebeam, Textura) and ability to learn other software management systems
b.)Proficiency in Outlook and has the ability to manage calendars, address books, tasks and email
c.) Ability to navigate and manage files and folders in Box
c.) Ability to navigate and manage files and folders in Box
d.)Skype for Business Demonstrated ability to lead and manage
Demonstrated understanding of the importance of relationship building
Effective oral and written communication skills
Well-developed time management and organization skills
Benefits
- 100% ESOP
- Competitive Pay
- Bonus Program
- Medical/Dental/Vision Insurance
- PTO/Sick
- 100% Life Insurance
- 401(K) with Match
- Student Debt Program
Physical Demands: Performance of the required duties will require physical ability to navigate office and other spaces.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Work Environment: Generally this position works in an office environment. Occasionally this position will visit active construction projects, where company-provided PP&E is required.
These are considered the core responsibilities of the position. Employees are encouraged to reach beyond their current responsibilities in an effort to foster professional growth, but only as they are able to remain accountable for their core responsibilities.
Equal Employment:
W.E. O’Neil is committed to an inclusive environment for all employees and applicants and will make all employment-related decisions without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, age, disability or veteran status.
About W.E. O'Neil Construction
Building Great Relationships since 1925! 100% employee-owned general contractor. We build nationally, with locations in AZ, CA, CO, IL, TN, and TX.
W.E. O'Neil Construction has seen steady growth since its founding in 1925 in Chicago by the O'Neil family. Now 100% employee-owned (ESOP), we embrace people as our number one asset.
Our award-winning teams are recognized as industry leaders. Our longevity can be attributed to our excellent staff of professionals, our integrity, our commitment to customer satisfaction, and our ability to embrace technology. Our combination of the financial strength of a large national contractor and the responsiveness of a small company brings the best of both worlds to our clients.
Our experience covers virtually every commercial market sector using a broad range of project delivery methods including design-build, design assist, construction management at risk and lump sum bid.
W.E. O'Neil Construction has seen steady growth since its founding in 1925 in Chicago by the O'Neil family. Now 100% employee-owned (ESOP), we embrace people as our number one asset.
Our award-winning teams are recognized as industry leaders. Our longevity can be attributed to our excellent staff of professionals, our integrity, our commitment to customer satisfaction, and our ability to embrace technology. Our combination of the financial strength of a large national contractor and the responsiveness of a small company brings the best of both worlds to our clients.
Our experience covers virtually every commercial market sector using a broad range of project delivery methods including design-build, design assist, construction management at risk and lump sum bid.
