Construction Admin

Job Description

Job Description

This role is responsible for assisting multiple projects by providing team support, internal project controls, contract administration, and fiscal management to each Project Manager. The PC communicates within the team and other departments professionally in a fast-paced, team environment with tight deadlines among various projects.

Team Support
a. Provide meeting support including scheduling, ordering catering, reserving conference rooms, setting up physical or virtual meetings, and attend as necessary.
b. General administrative support including file management, tracking documents, technical editing and formatting of project documents, requests to assist with marketing support.
c. Communicate clearly and effectively with both internal and external clients regarding project inquiries or department procedures/requirement.
d. Provide shipping, mailing, courier support as needed.

Internal Project Controls
a. Work with project managers to efficiently and accurately set-up projects track that all initial requirements are met.
b. Maintain accurate project files throughout the life of projects.
c. Participate in development, maintenance, and implementation of business and administrative procedures.
d. Develop, modify and/or maintain all document and report templates

Contract Administration
a. Issue and track master contracts.
b. Create contract files, log and track all engagement letters/contracts including contract drafting and contract change management.
c. Lifecycle management of contract from project set-up to archiving.
d. Prepare, organize, and /or coordinate files and information used in execution of client engagements.
e. Prepare and issue task orders in accordance with client contract and coordinated project manager.
f. Request current project specific Certificates of Insurance and distribute, as necessary.
g. Process and track contracts, change orders and other project documentation as required.
h. Prepare and distribute project closeout documents.

Fiscal Management
a. Monitor actual vs. budget expenses per contract and communicate discrepancies accordingly.
b. Assist with forecasting and project data tracking and verify fee forecast rates for accuracy.
c. Update budgets for client engagements.
d. Review and confirm invoices for payment in accordance with client contract.
May include other duties as assigned

Required Skills/Competencies
1. Flexibility and strong prioritization skills, with ability to work in a matrixed environment responding to multiple stakeholders.
2. Strong communication skills with the ability to listen, understand, respond, and communicate complex information effectively with varying audiences.
3. Solid organizational skills, including multitasking and time-management.
4. A team-oriented approach and the ability to work with different personalities and professional styles under pressure.
5. Detail oriented with an emphasis on accuracy and quality.
6. Ability to work effectively in both self-directed and collaborative environments.
7. Highly proficient in Microsoft Office Suite, Word, Excel, Outlook, Bluebeam Revu, Microsoft Project (or other scheduling software).

Education, Experience, Licensure, and Certifications
1. Associates or bachelor's degree or equivalent experience preferred.
2. Previous experience in construction industry or equivalent preferred.
3. Excellent interpersonal, organization, and communication, skills.
4. Experience maintaining executive calendars is required.
5. Ability to record and distribute detailed meeting minutes, document discussions, decisions and action items.
6. Proficiency with Microsoft Office Suite, with high proficiency with Outlook, Word and Excel required.
7. Must be authorized to work in the United States for the duration of employment.

Work Environment:

• Day shift hours. Hours may be flexible if approved by manager. This may be subject to change and depends on client
  need, business need, and individual need. May require occasional early morning, evening and/or weekend work hours
  as specific projects require.
• General inside office working conditions, occasionally outdoors at construction sites or various building sites.
• May require routine jobsite visits with varying worksite conditions. Exposure to characteristic construction site dangers
  such as noise, vibration, heat, jobsite fumes, etc. may be required.

Physical Requirements:

• The physical requirements must be met by an employee to successfully perform the essential functions of this job. Must be able to travel to various project sites and/or office engagements. Intermittent unassisted sitting, walking, standing, bending, squatting, climbing, kneeling, twisting, stooping, crawling, pushing and lifting is required. Must be able to walk and/or stand for prolonged periods of time for at least eight hours per day. The employee must frequently lift and/or move light equipment up to 50 pounds without assistance. Must be alert to equipment in the field, occasional need to work near hazardous equipment and machinery, ability to walk on uneven ground while physically maneuvering construction sites, ability to work in extreme temperatures or humidity, and potentially work at heights.

Other Requirements:

• Possession of a valid state of residence driver's license with a clean driving record.
• Daily travel to and from construction sites, generally within 100 miles from the home office is expected. Short term, out of town, assignments may be required. Long term, out of town, assignments may be required, with advance notice of planned dates.
• May be required to work protracted and irregular hours to meet client's needs, including nights, overtime and weekends.
• All positions at Foster CM Group require an applicant who has accepted an employment offer to undergo a background check. Background checks may include, SSN/SIN validation, education verification, employment verification, criminal background check, fingerprint verification, and/or drug test. All employment offers are contingent upon successful results of required background checks.

Foster CM Group Benefits ( benefit package which includes both employer and employee paid plans) :

• Medical Insurance to include HSA and FSA benefits
• Dental Insurance
• Vision Insurance
• Prescription Drug
• Telehealth Benefits
• Life Insurance
• STD paid by the Company
• LTD paid by the Company
• Employee Assistance Program (EAP)
• 401 (K) with Company Match
• Vacation
• Holidays
• Paid Time Off (PTO)
• Financial Wellness
• Pet Insurance

Foster CM Group, Inc. is an Equal Opportunity Employer. This means that Foster CM Group does not discriminate on the basis of race, religion, sex (gender), age, disability, national origin, genetic information, or sexual orientation. All individuals are encouraged to apply and compete for jobs.

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