Project Administrator

POSITION SUMMARY

McCarthy is seeking a Project Administrator to join our Southwest Commercial Business Unit and help support our projects in the Phoenix area. The Project Administrator reports to the Project Manager and is responsible for jobsite office/trailer support, accounting administration, and reporting necessary to keep projects running smoothly. Will work in conjunction with Project teams in a very fast-paced environment on site. The daily hours for this role are 8am-4pm.


RESPONSIBILITIES

Project/Office Support

• Keep Project Directory, Master File Index, and Trade Partner Index updated and current.
• Maintain Sharepoint filing system (Job site requirements and distribution of Division Office copies).
• Develop and maintain relationships with key team members and serve as the primary point of contact for documentation and workflows
• Become familiar with and utilize Field and Job Cost Procedures
• Track and maintain executed subcontracts, insurance, bonds, and preliminary notices per project requirements
• Maintain office supplies/equipment, ordering and scheduling maintenance as necessary.
• Produce manpower summary reports (from daily logs furnished by Superintendent).
• Assist Staff in project closeout responsibilities, including archiving of files.
• Schedule, plan, and coordinate meals and team-building events to foster engagement and strengthen team collaboration.

Project Accounting Administration

• Assist Project staff with accounting and maintenance of cost reports.
• Process weekly payroll for craft.
• Process new hire craft employees according to Policies and Procedure manual.
• Ensure that all compliance required records (I.e., certified payroll, minority subcontractor tracking, tax reporting, etc) are completed in a timely and accurate manner
• Set up vendor accounts for the Field Office as required.
• Process project invoices and forward for approvals
• Assist with Assembling Monthly Pay Requests and Progress Reports to Owner.
• Assist with processing monthly billings from trade partners
• Track and manage lien waivers from trade partners
• Willingness to partner with other project administrators to achieve a high-performing partnership

QUALIFICATIONS

• Must have 4+ years clerical/administrative experience preferably in the construction industry.
• Must be able to work in a fast-paced office environment, able to multitask, meet critical deadlines with eye for accuracy and attention to details.
• Must have excellent computer skills and be able to demonstrate proficiency with MS Office products (Outlook, Word, Excel, PowerPoint, Teams, Notes) typing 50+ WPM
• Experience with construction and business software such as CMIC, Procore, Textura, SuccessFactors, Glean, Buildr, Yardhub, Origami, and SAP is preferred.
• Ability to work with all levels of project staff and organization.
• Bilingual (English/Spanish) with the ability to clearly communicate complex information in both written and verbal formats preferred.

McCarthy is proud to be an equal opportunity employer, including disability and protected veteran status.


NOTICE TO EXTERNAL SEARCH FIRMS: McCarthy's Talent Acquisition Team is the only authorized representative permitted to engage with external search firms, staffing agencies, or other third-party recruiting partners. McCarthy maintains an Approved Agency List for recruiting partners, which is reviewed and updated annually.

McCarthy will only consider submissions from agencies with a signed fee agreement in place for the current year. McCarthy does not accept unsolicited resumes, candidate submissions, or referrals from agencies that do not meet these requirements.

If a candidate is submitted without an active agreement, McCarthy will have no obligation to pay any fees and reserves the right to contact, engage, interview, or hire such candidate(s) without any financial or other responsibility to the submitting agency. Unsolicited resumes, including those sent directly to hiring managers or other employees, will be considered the property of McCarthy.