Project Support Administrator

Job Description

Job Description

Pay Rate: $25.89 - $32.37 Hourly (DOE) 

Branch Location: 4142 Point Eden Way Hayward, CA 94545

Restoration Management Company expects each, and every employee to embrace and apply in their daily activities the following company CORE VALUES: Team Spirit, Integrity, Quality, Humility, and Safety. These, in addition to the requirements listed below, are essential to the success of your career with Restoration Management Company. 

Job Summary

The Project Support Manager will be responsible for managing and coordinating various aspects of projects, with a focus on ensuring smooth operations and effective communication between project directors, clients, and internal teams. This role involves tracking job costs, managing documentation, ensuring compliance with prevailing wage requirements, and facilitating the billing process. The ideal candidate will possess strong organizational and communication skills, with the ability to multitask and work collaboratively in a fast-paced environment.

Key Responsibilities

Core responsibilities for the position are as follows:

Financial Management and Billing

• Job Cost Tracking: Accurately track and monitor job costs for Time & Materials (T&M) construction jobs to ensure financial control and project profitability.
• Invoice Management: Review and forward invoices for billing to ensure all project costs are accurately recorded and billed, leading to timely financial reconciliation.
• Proforma Invoice Monitoring: Process Proforma invoices within 15 days to ensure timely invoices and collections, supporting financial health and project accountability.
• Monthly Invoicing: Send monthly invoices for T&M construction projects, coordinating with project directors and CTM to ensure current and accurate billing.

Documentation and Compliance

• Opportunity Intakes: Prepare and manage opportunity intakes to ensure timely and compliant notifications, supporting project initiation and legal compliance.
• Contract Tracking: Track and manage contracts, including DocuSign, to maintain organized, accessible, and visible contract records, facilitating efficient contract management.
• Prevailing Wage Compliance: Handle prevailing wage requirements to ensure compliance, avoid legal issues and ensuring fair compensation practices.

Communication and Coordination

• Work Orders: Efficiently prepare work orders for large loss projects, facilitating seamless project transitions from field information to actionable tasks.
• BOS Emails: Ensure thorough and timely communication by sending and following up on BOS emails to project directors, leading to accurate and timely project documentation and completion.
• Communication Monitoring: Maintain prompt and clear communication between project directors and operations teams, ensuring swift issue resolution and project continuity within a 24-hour response period.
• Meeting Participation: Attend construction production meetings and file reviews to assist project directors, ensuring up-to-date project status and contract compliance.

Project Tracking and Reporting

• Salesforce Management: Keep Salesforce updated with project notes and client communications, ensuring transparent project tracking and client satisfaction.
• Billing Oversight: Monitor and manage the On Time Billing (OTB) process, achieving a goal of a seven-day turnaround on final BOS processing, ensuring efficient project closure and financial accuracy.
• Preliminary Job Tracking: Track preliminary notices to identify upcoming jobs and update no-goes, enabling proactive project planning and resource allocation.
• Sourced Work Tracking: Compile and report sourced work from project directors, ensuring monthly updates to the regional director for accurate workload management.
• Salesforce Updates: Maintain up-to-date job files and progress levels in Salesforce, ensuring accurate project tracking and reporting.

Support and Coordination Activities

• Meeting Coordination: Organize safety and sales meetings, managing logistics to ensure productive and compliant meetings.
• Construction Packet Submission: Assist in submitting construction packets promptly after receipt of executed contracts, ensuring project readiness for construction operations.
• Permit and Change Assessment: Manage demo permits and change orders efficiently, supporting project progress and regulatory compliance.

Experience/Requirements

The position of this role requires the following:

• Bachelor’s degree in construction management, business administration, or a related field.
• Minimum of 3-5 years of experience in construction project coordination or a similar role.
• Proficiency in project management software (e.g., Salesforce, Sage Paperless).
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Knowledge of prevailing wage requirements and compliance.
• Ability to work collaboratively with diverse teams.
• Detail-oriented with strong problem-solving abilities.
• Office Equipment: Computers, printers, copiers, telephones, and other standard office equipment.
• Travel: Minimal, primarily for training or occasional meetings outside the office.

Safety Requirements

• Regulatory Requirements: Adhere to all local, state, and federal safety regulations, including OSHA and EPA standards.
• Personal Protective Equipment (PPE): Required PPE may include gloves, masks, goggles, hard hats, and safety footwear. All employees must wear PPE as required for their specific roles and job site conditions.
• Ergonomic Practices: Practice ergonomic principles to prevent musculoskeletal disorders. This includes proper desk setup, using adjustable chairs, and maintaining good posture while seated.
• Office Safety Protocols: Adhere to established office safety protocols to maintain a secure work environment. This includes the following guidelines for the proper use of office equipment and ensuring that workspaces are free from clutter to prevent trips and falls.
• Safety Training: Complete all mandatory safety training sessions, including but not limited to hazard communication, emergency response, and safe equipment handling.
• Reporting Safety Concerns: Ability to identify and immediately report any unsafe conditions, hazards, incidents or injuries to supervisors without fear of retaliation.
• Emergency Procedures: Familiarize yourself with emergency procedures relevant to your specific job site, including evacuation routes, and emergency contacts.

Physical Requirements

General Physical Abilities:

• Lifting and Carrying: Ability to lift and carry materials or equipment weighing up to 25 lbs. regularly and up to 50 lbs. with assistance.
• Physical Activities: Ability to perform tasks that require, walking, bending, reaching, crouching, kneeling, climbing, squatting, crawling, lifting above the shoulder, reaching, and twisting.
• Sitting and Standing: Prolonged sitting or standing is required (in the office, driving, and/or at job sites). Regular alternating between sitting and standing
• Repetitive Motions: Continuous repetitive motion and tasks involving L/R hand movement (computer/mouse), wrists, or arms (e.g., typing, data entry).
• Machinery Operation: Capacity to operate machinery and tools as required by job tasks, which may involve fine motor skills and hand-eye coordination.
• Visual Ability : requirement for clear vision (e.g., close work, computer use, eye coordination

Working Conditions

Office Environment:

• Indoor office setting for corporate roles, including working with standard office equipment (computers, phones, printers). May involve regular meetings, (in person or zoom) and collaboration with team members.

Field Environment:

• Outdoor fieldwork at restoration sites, which may include residential, commercial, or industrial properties. Duties may involve exposure to different weather conditions (sun, rain, snow, heat).

Hazardous Environments:

• Potential exposure to hazardous materials, chemicals, or contaminants specific to restoration work, requiring strict adherence to safety protocols and use of PPE.
• Work after hours and weekends given our 24/7 business operations

Travel Requirements:

• This may include travel to and from job sites, requiring the use of company or personal vehicles. Possibility of attending out-of-town training or conferences.