Project Administrator

Project Administrator

Orlando, Florida, United States

BRPH is a technically focused, creative architecture, engineering, and construction company with over six decades of expertise in helping mission-driven clients in the aerospace, defense, manufacturing, commercial, education, entertainment, hospitality, and federal markets identify gaps in their program delivery and develop innovative solutions to their most challenging problems across the U.S. and around the world. Consistently ranked among the nation's top firms, we take pride in solving complex challenges with forward-thinking solutions.

Located in the heart of Orlando's Baldwin Park district, BRPH's Orlando office is a dynamic regional hub supporting some of our most innovative work across education, entertainment, hospitality, and commercial markets. Our Orlando team brings together architects, engineers, designers, and project specialists in a highly collaborative environment that values creativity, technical excellence, and client service.

The Project Controls Specialist II performs all functions of the position with minimal supervision and is responsible for the technical support of the project controls function on projects and proposals. Project Controls provides the tools and systems necessary to manage effectively and proactively, control, and report on cost and schedule for concurrent projects throughout the organization.

Essential Duties and Responsibilities

• Services include planning, cost, and schedule (work breakdown structure) metrics and tools, collecting performance data (installed quantities, expended labor hours, and other progress measurements for direct hire and subcontract work), tracking data (daily cost compilation and monitoring), analyzing (earned value, productivity, and risk analysis), and reporting.
• Assist the Project Manager with tracking all changes or potential changes to the project scope and supports estimates of cost changes and schedule impact.
• Integrates cost and schedule data and reporting with the company's accounting and management information systems to facilitate meeting company performance and financial goals.
• May support change control management, document control management, and critical path method network analysis.
• Works closely with assigned Project Manager and project teams on all assigned projects to satisfy project controls requirements.
• Reviews project contractual requirements and follows through to ensure compliance.
• Receives and distributes all incoming and outgoing project correspondence. Serves as the client contact when Project Manager is unavailable.
• Prepares and maintains assigned Project Manager's Project book, when required.
• Manages the systematic retention, protection, retrieval, transfer, and disposal of technical data and correspondence in assigned Project Manager's area.
• Assists Project Managers in preparation of budgets, project plans, meeting minutes, AIA contracts, reports, proposals, responses to Review comments, and other required project documentation.
• Coordinates and distributes design submittals including compiling drawings, specifications, cost estimates, calculations, design analysis and reports for contractual submittals to clients. Notifies team members of quality and submittal requirements and deadlines.
• Prepares project requisitions for new projects.
• Prepares P.O. requests for sub-consultants.
• Sets up and maintains project team and project center administration in Newforma.
• Prepares QC report for all design submittals, assembles QC documentation, and prepares for archival.
• Sets up and maintains Project Schedules on all assigned Project Manager's projects.
• Fully understands definitions, terms, use and procedures for shop drawings, RFIs, ASIs, RFPs, record drawings, LTs, Green Sheet, Quality control, etc.
• Schedules and coordinates all team meetings and site visits. Attends meetings and records minutes when required. Handles all Construction Administration requirements, such as, but not limited to, revisions ASIs, PRs, change orders, pay requests, RFIs, shop drawings and punch lists.
• Sets up and maintains project logs including Revision log, ASI log, Supplemental Sketch log, etc.
• Handles Bid Phase administration by preparing log for release of bid documents and addendum. Attends bid opening, when required. Releases and returns plan deposit checks back to bidders, per instruction in Bid Documents.
• Responsible for job specific procedures and quality standards as defined by BRPH.

Primary Competencies

• Acts with Integrity: Demonstrates consistency and utilizes clear judgment.
• Business Acumen: Exposed to various analytical requirements and begins to formulate a basic understanding of Project Controls concepts and principles. Provides support to proposals with exposure to various contracting methodologies.
• Communicates Clearly: Demonstrates consistent, effective, and efficient written and oral communications skills. Expresses ideas, exercises sound judgment and effectively listens.
• Company Standards Implementation: Embraces and demonstrates the company's core values and applies them in performance of responsibilities.
• Gets Results: Develops and maintains an orderly and efficient approach to assignments. Applies attention to detail and quality approach to assignments.
• Organizational Management: Supports relationships with other functions relative to Project Controls. Builds collaborative relationships with other organizations. Exhibits confidence and positive attitude about the project and the company.
• Pursues Self Development: Demonstrates energy and commitment for continuous self-improvement. Learns to perform a task through on the job training and asking questions.
• Safety Consciousness: Knows and applies safety policies and procedures.
• Technical Skills: Reviews expenditures for coding accuracy. Updates commitment log for purchase orders and subcontracts. Assists in the development of information to support the trending and forecasting processes. Provides support as required to facilitate preparation of information for progress measurement. Exposure to rudimentary earned value information and its application. Assists with gathering information from the accounting system for tracking actual cost information. Exposure to the procurement process and the relationship to Project Controls responsibility. Supports project change order process and gains insight to the rationale and requirements concerning its importance.

Education and/or Experience

• Associates degree or bachelor's degree or demonstrated equivalent technical training.
• A minimum of six years of experience in engineering, architecture, project administration, procurement, and construction projects.

Other Skills and Abilities

Must be proficient in Word, Excel and Outlook (current BRPH version), with some knowledge in PowerPoint and Adobe. Must have good human relations skills, including the ability to effectively direct and relate to other people positively. Excellent verbal and written communication skills required.

Physical Requirements

Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description may be changed to include new responsibilities and tasks or change existing ones as management deems necessary.

EOE, including Disability/Vets