Project Administrator

Project Administrator

This is a hybrid position (working both remote and onsite in Beachwood), and will support our Eastern Division.

GENERAL PURPOSE OF THE JOB:

Project Administrators play a crucial role in ensuring the smooth execution and success of projects by providing essential administrative support in collaboration with Construction Managers and Field Representatives throughout various project phases. Specifically, the Business Operations Project Administrator is tasked with managing and coordinating all administrative aspects for an array of project types. This includes services like Patch and Repair, Patch and Repair Plus, General Contracting, Safety Patch and Repair, Building Envelope services, IAQ Services (both standalone and integrated with General Contracting), Job Site Inspections, Roofing Advisor Days, Consulting, Diagnostics, TRACE, ACT, and several emergency repair services.

Key responsibilities encompass managing contractor payables, handling customer billings and receivables, ensuring compliance with standards and policies, applying book pricing and WTI documentation policies, overseeing commission and discounting policies, processing change orders, document management, financial data entry, and coordinating communications with Field Resources and Customers as required.

Success in this role requires a high level of professionalism, strong organizational and prioritization skills, effective time management, and proficiency in relevant technology and software. Excellent interpersonal, written, and oral communication skills, coupled with meticulous attention to detail, accuracy, and a self-motivated attitude, are vital. The administrator must work effectively both independently and as part of a team, demonstrating the ability to collaborate with customers, field staff, and various internal stakeholders.

This position involves regular interaction with multiple departments and teams, including General Services, General Contracting field operations, Field Representatives, Business Operations, IT, Finance/Accounting, Warranty, Tremcare, Sales, Accounts Payable, Credit, and Products. Given the dynamic and fast-paced nature of the role, flexibility and adaptability are essential, as the Project Administrator must navigate and respond to evolving project requirements and organizational needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The Project Administrator plays an integral role in the project lifecycle by validating, organizing, and ensuring compliance for all project documentation and financial processes. Upon receiving SAP Sales Order information from Customer Service Representatives, the administrator confirms all compliance requirements based on the WTI Price Book Policy/Procedures and Contract Management Policy, completing checklists to ensure data accuracy and completeness. Key responsibilities include managing critical project documents, such as vendor applications, subcontracts, purchase orders, Master Service Agreements, specifications, certificates of insurance, payment and performance bonds, prevailing wage rates, certified payroll reports, and state-specific compliance documentation. Project Administrators also facilitate and manage compliance submissions as needed.

This role includes dispatching service orders to WTI Technicians, tailored to the specific project type. For General Contracting projects, the administrator provides WTI Superintendents with essential service orders and field report links to streamline daily reporting. Additionally, they maintain a comprehensive tracking spreadsheet for all projects, providing up-to-date project insights.

Throughout each project, the Project Administrator coordinates with Construction Managers, Field Representatives, field technicians, customers, and management to ensure seamless operations. Project management duties cover tracking time and expenses, managing payables over 30 days, monitoring plan versus actual costs, verifying that all documents (such as bonds, insurance, and submittals) are submitted and approved, ensuring costs align with budget expectations, and validating all projects older than 90 days.

This role includes preparing customer invoices with accuracy and timeliness, adhering to book pricing, time and materials (T&M), not-to-exceed (NTE) limits, lump-sum pricing, and customer-specific billing requirements. Project Administrators must understand and apply WTI's commission and discount policies when processing invoices across both General Contracting and General Services. They also review projects for job closeout audits, updating planned versus actual costs, and completing a job closing checklist for final approval.

The Project Administrator is essential to ensuring that WTI's policies and procedures are followed precisely, maintaining accurate financial data for reporting at month-end, quarter-end, and fiscal year-end. This role requires a comprehensive understanding of WTI's operational, financial, and compliance frameworks to support accurate project execution and reporting.

OTHER REQUIRED DUTIES:

• Project Management within the following technology platforms, Salesforce, e-Builder, RoofSnap, OLI, Smartsheet, WTI Quick Price App, Concur
• Hours to Day Conversions
• Calculating Market Price
• Weekly backlog meetings
• Review and resolve customer disputes
• Manage tech service expenses
• Assist with travel and hotel arrangements for maintenance and repair routes
• Coordinate larger supply and equipment purchases, arrange pickup, payments and cost allocation
• Coordinate material orders
• Review and process Readsoft workflow items
• Monitor daily, weekly and monthly reports
• Customer/Vendor Billing Portals
• Bi-weekly Project Review Meetings
• Payment Reconciliation
• Report low margin jobs
• Facilitate effective communication
• Process Implementation Reviews
• Assist in the preparation of project presentations, reports, and other project-related materials
• Problem Solving
• Conflict Management
• Escalation of concerns and issues
• Archive Project files as necessary
• Participate in special projects when necessary

EDUCATION:

Business Management/Administration or equivalent combination of education and experience.

EXPERIENCE :

• 4-7 years related experience and/or training
• Project Administration/Management, Construction Accounting, Sarbanes-Oxley, public procurement or job order contract, prevailing wage

OTHER SKILLS AND ABILITIES:

• Ability to handle multiple tasks, prioritize effectively, and manage time efficiently.
• Keeping records, documents, and project files organized and easily accessible.
• Excellent written and verbal communication skills to interact with team members, stakeholders, and clients.
• Proficiency in project management software, as well as standard office applications like Microsoft Office (Word, Excel, PowerPoint).
• Capacity to identify potential issues early on and proactively seek solutions or escalate problems as needed.
• Ability to think critically and adapt to changing project conditions.
• Understanding of project budgets, cost tracking, and financial reporting.
• Ability to assist with financial documentation, such as purchase orders, invoices, and expense reports.
• Strong time management skills to handle project deadlines and ensure timely task completion.
• Ability to manage time effectively in a fast-paced environment.
• Ability to work well with a diverse group of people, from team members to external vendors.
• Skill in fostering a collaborative, respectful work environment.
• Strong focus on meeting the needs of clients and stakeholders, understanding project requirements, and keeping them updated on project progress.
• Ability to resolve conflicts and keep the team working toward common goals.
• Handling disputes diplomatically and maintaining positive relationships among project team members.
• Knowledge of State prevailing wage, DB and SCA

The salary range for applicants in this position generally ranges between $60,000 and $66,000. This range is an estimate, based on potential employee qualifications, operations, needs, and other considerations permitted by law.

Benefits:

Tremco offers a variety of benefits to its employees, including not limited to: health insurance, paid holidays, paid time off, 401(k) with company match, Company Pension Plan, Performance Based Commission, and continuing education.

Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, sexual orientation, gender identity, protected veteran status or disability.