Project Administrator

We offer a broad spectrum of commercial and residential HVAC and facilities services, from rooftop to foundation and everything in between. In addition to HVAC repairs and maintenance, our portfolio of facilities services includes on‑site personnel for building management operations and maintenance. Job Summary EMCOR Services Betlem has been in the facilities management and mechanical contracting business for over 100 years, maintaining facilities, designing, building, and servicing HVAC, refrigeration, controls, ductwork, and piping systems for new construction, renovation, and retrofit projects. Essential Duties & Responsibilities Essential duties and responsibilities include but are not limited to the following (other duties may be assigned as well): General Tasks / Skills Provide support to project managers, engineers, and account managers through the use of data, spreadsheets, databases, analytics, as well as documents and reports using Word, Excel, and other software programs as needed for administrative functions. Develop and maintain a list of subcontractors, vendors, and M/WBE contacts for our bidding. Assist with the development and maintenance of project folders to ensure they are organized and accurate at all times. Review job cost reports and assist with resolution of PO variances/issues. Provide full administrative and overall management support by organizing and facilitating the flow of information via meeting minutes, email, reports, and verbal instructions as required. Schedule and coordinate the preparation and distribution of materials, information, agendas and minutes for meetings. Suggest methods of improvement to the engineers, project managers and account. Have strong organizational skills with exceptional attention to detail. Computer skills – ability to learn new programs and use company software systems. Be self‑motivated and a team player. Demonstrate a great work ethic and ability to multi‑task. Other responsibilities may be added to this job description as the situation requires. Ensure that all tasks assigned to you are organized, performed safely, and completed in a timely manner. Pre‑award Duties Research and obtain plans and specifications (Robex, Bidnet, etc). This may require getting a check from the finance group or paying with a company download or pick‑up the plans as required. Track bid dates and times for projects being bid (maintain a bid board). Ensure subcontractors and vendors are aware of bid dates. Assemble a list of vendors and subcontractors to solicit bids from for projects we are. Distribute information to vendors and subcontractors required for. Follow‑up with vendors and subcontractors to ensure they are bidding the. Discover and solicit bids from M/WBE subcontractors as. Post‑award Duties Assist with obtaining and distributing all material, equipment and subcontractor submittals to the project team for internal review and final submission to appropriate parties. Keep record of all submittal reviews, revisions, and ensure that proper submittals have been organized and filed in the appropriate project folders. Obtain proper certificates of insurance from subcontractors and file. Assist with the subcontractor contract creation and follow‑up to ensure executed copies are filed. Obtain required information (credit application, W‑9’s) and have vendors/subcontractors set up in COINS properly. Create purchase orders for projects as. Create and organize project folders for all projects; scan, copy and transmit project related documents; set up project file system to track and follow up on outstanding items. File all necessary paperwork in project folders required for proper. Follow‑up on equipment and parts we are waiting for and schedule work. Organize, review and record change orders for each project and ensure proper documentation is maintained in the project folders. Review awarded contracts for administration related requirements and follow‑up on. Project Close‑out Duties Perform related tasks required for start‑up and commissioning documentation, maintenance contracts, warranties, and close out of projects in an organized, thorough, and timely manner. Assist with O&M’s and punch list follow‑ups. Assist with project closeout for the office and field; archive project related documents upon financial completion. Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. A high level of organization skill is an essential qualification for this position. The requirements listed below are representative of the knowledge, skill, and/or ability required. Equal Opportunity Employer As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled. Affirmative Action Policy Please review our affirmative action policy. Notice to Prospective Employees There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. Geographic Disclosure As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled. Compensation Range: $50,000/year to $60,000/year Benefits: We are committed to providing employees a comprehensive benefits package which includes medical, dental, and vision coverage, along with health savings and flexible spending accounts, life insurance, disability, a 401(k) Savings Plan, College Coach and employee assistance program. #J-18808-Ljbffr EMCOR Services Betlem