Project Administrator

Job Description

Job Description

Position : Project Administrator

Locations: Irving, TX

Job Summary:

The Project Administrator provides a high level of administrative support to the Project Manager aiding in the areas of project administration, human resources, and office management. Assist the Project Team with various projects and perform general office support as assigned while maintaining a customer service culture within the project team, delivering a high level of service to our customers/contacts.

Primary Duties:

• Organize, prepare, submit and track subcontracts, supply agreements, purchase orders and change orders.
• Act as liaison between Project Managers, Clients and Subcontractors referring questions to Project Managers or Accounting as needed.
• Organize and control job specific documents. Maintain the GC Project files and upon project completion combine with PM and site files to create the project archive for both paper and electronic files.
• Coordinate archiving with Main Office files.
• Complete project set-up and ongoing project maintenance and updates.
• Collect data for and assemble Operations and Owner’s Manual at the end of the project.
• Prepare and type various correspondence and documents as requested.
• Prepare and type various reports and documents as requested for both the General Manager and Controller.
• Update electronic Superintendent/Project Manager report four times each month or as directed.
• Organize staff meeting. Develop agendas, prepare required reports, take minutes as necessary and notify all individuals of meeting dates and times.
• Plan and execute annual holiday food, clothing and toy drives.
• Responsible for site logistics related to strategic planning events/meetings.
• Coordinate travel for both the General Manager and Project Managers.
• General assistance for project managers as required.
• Monitor subcontractor insurance compliance and start/end dates in the Risk Management system.
• Prepare AIA draw requests and invoices.
• Organize and distribute General Manager and Project Manager’s mail.
• Assist Project Managers with bidding process.
• Obtain W-9 forms from vendors new to CP.
• Assist with corporate projects as assigned.
• Assist General Manager with all areas of HR as needed.
• Conduct all hourly and salary new hire orientations.
• Assist General Manager with training program.
• Set up workspaces for all new employees. Distribute welcome letter, coordinate computer, supplies, furniture, voicemail, cell phone services, etc.
• Distribute and maintain company supply of PPE.
• Distributes tape measurers on a quarterly basis.
• Track, process and approve all invoices for regular general office expenses.
• Perform necessary property management duties for Yates office location.
• Maintain office equipment and service agreements.
• Maintains general office filing system.
• Distribute, track, review and submit hourly timecards on a weekly basis.
• Distribute, track, review and submit salaried timecards on a monthly basis.
• Distribute, track, review and submit General Managers Expense Reports on a monthly basis.
• Maintain supply of and track checks and invoices. Monitor compliance with company policy and procedures.
• Compile necessary information for subcontractors relating to subcontracts and HUD information.
• Assist with RFP/RFQ preparation.
• Assist with Submittal process.
• Assist with RFI process.
• Type and distribute project meeting minutes.
• Perform other related duties as assigned.
• Performs a variety of administrative duties as needed.
• Makes trips to Costco or other supply locations on an as needed basis

Requirements and Qualifications:

• Computer Skills – excellent computer skills required. Proficiency in Microsoft Word, Outlook and Excel, CDM, Adobe Acrobat and other specific applications.
• Effective communication skills both verbally and in writing with superiors, colleagues, clients, and individuals inside and outside the Company.
• Ability to read, write, speak and understand English.
• Flexibility, reliability, and the ability to focus required
• Ability to multi-task and prioritize required.
• Conflict resolution skills are necessary.
• Ability to operate office machinery (copier, fax machine, postage meter, etc.)
• Must be a forward thinker with good preplanning skills.
• Effective problem-solving skills.
• Effective in a team environment and adaptable.
• Organizational skills required.
• One (1) – two(2) years of Administrative Experience preferably in the commercial construction field
• Associates Degree in business is preferred. High School diploma (or equivalent) is required.

Yates Construction provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal and state law requirements.

Yates complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities.