Project Administrator

Job Description

Job Description

Gibbs Construction is seeking a Project Administrator to join our team! We are looking for team players who are dedicated, organized, and effective.

Company Description

Team Gibbs is a fun and dynamic group that aims to always do the right thing. We seek alignment with our industry partners through curiosity and clear communication. We are energetic and highly productive through a balanced approach to managing our time. Our sense of curiosity leads to continuous learning. Our team of builders have diverse backgrounds and are supported by great resources. We are committed to providing the tools, knowledge, and feedback to ensure that each employee develops as an individual and as a member of the organization.

 

POSITION SUMMARY

The Project Administrator (PA) is responsible for providing administrative and clerical support to ensure the successful execution of each assigned project. Working at the direction of the Project Manager and supporting the Superintendent when needed, the PA assists the project team with documentation, coordination, and reporting throughout all phases of the project. Essential responsibilities include maintaining project documentation, processing contract and billing paperwork in Viewpoint, tracking compliance records, and keeping project files accurate and organized.

 

All responsibilities below are performed at the direction of the Project Manager (and, when requested, the Superintendent) and in accordance with Gibbs Construction’s established procedures, forms, and systems. The PA is expected to be proficient in executing functions in Viewpoint Vista, Bluebeam (or Adobe), and the Microsoft Office Suite; approval authority for contracts, budgets, change orders, and payments remains with the Project Manager.

ESSENTIAL RESPONSIBILITIES 

Preconstruction, Planning, & Project Setup

• Support the project team by entering and maintaining all project data in Viewpoint and Primavera.
• Prepare and distribute Letters of Intent, Subcontracts, and Purchase Orders.
• Assist with posting, printing, and distributing project drawings and specifications.
• Request proposals from subcontractors and vendors for pricing.
• Obtain and maintain required project documentation such as permits, tax-exempt forms, and insurance certificates.

 

Scheduling & Coordination

• Coordinate with Project Managers and Superintendents to support project schedules, meetings, and field operations.
• Attend and document weekly Owner, Architect, and Subcontractor meetings.

 

Contract & Documentation

• Maintain organized and up-to-date electronic project files, including correspondence, submittals, RFIs, and change orders.
• Record Owner Contracts, Substantial Completion, and Lien & Privilege documentation with the Clerk of Court.
• Prepare and track AIA documents, Owner Change Orders, and related contract forms.
• Ensure accuracy and completeness of project records throughout all project phases, including closeout.

 

Cost Control & Billing

• Prepare and update Applications for Payment to the Owner in Viewpoint.
• Enter and maintain project budgets, adjustments, and projections in Viewpoint.
• Receive, review for completeness, log, and route subcontractor certified payrolls.
• Assist with project billing, cost tracking, financial reporting, and lien waivers as directed.
• Verify any change to a subcontractor's or vendor's banking, remittance, or contact information by telephone callback to a previously known contact before routing to Accounting.

 

Team & Administrative Support

• Collaborate with Accounting on project setup and payables/receivables.
• Assist Preconstruction with bids as requested.
• Run project-related errands, including trips to jobsites, permit offices, the Clerk of Court, the post office, and vendors.
• Serve as a backup for Reception and general office support when needed.
• Provide information to Marketing for project proposals and awards.

 

Closeout & Compliance

• Assist in preparing and submitting closeout documents, warranties, and as-built records.
• Maintain DBE participation and subcontractor compliance reporting records.
• Ensure all required documentation is submitted, recorded, and archived at project completion.

 

QUALIFICATIONS

Education & Experience

• High School graduate or General Education Degree (GED) required. Some college preferred.
• Two or more years of administrative experience in commercial construction or construction accounting preferred.
• Working knowledge of AIA contract documents (A101, A133, A201, G702/G703), subcontract documents, and lien waivers preferred.
• Familiarity with certified payroll and prevailing-wage documentation preferred.
• Valid driver’s license and insurable driving record required.
• Louisiana notary public commission a plus.

Skills

• Proficient business writing and proofreading skills required.
• Proficiency in the Microsoft Office Suite required.
• Experience with Vista by Viewpoint strongly preferred; proficiency is required within the introductory period.
  
• Experience with Bluebeam or Adobe Acrobat preferred.

 

Gibbs Construction, L.L.C. is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, veteran or military status, or any other characteristic protected by applicable federal, state, or local law. Gibbs Construction will provide reasonable accommodations to qualified individuals with disabilities to enable them to perform the essential functions of this position, unless doing so would impose an undue hardship.

 

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship.