Project Administrator

Job Description

Job Description

General Description: Are you ready to make a significant impact in a bustling construction office? We are on the lookout for a passionate and energetic Project Administrator to join our team and provide essential administrative support in a fast-paced environment. This position serves in a billing and collections role, customer liaison, project administration central to the implementation of the new work order program.

About Us: At Johns Lyng USA, we pride ourselves on our reputation and commitment to sustainability. We offer a comprehensive range of building services, focusing on delivering exceptional customer service at every turn. From disaster recovery and management to residential and commercial reconstruction, restoration, and cleaning, we do it all! As a rapidly growing integrated building services company with operations in Australia, the USA, and New Zealand, we are looking for a motivated team player to fast-track their career and leave a lasting mark on our dynamic team.

Key Responsibilities:

Job Registration:

• Receive and review all incoming job requests.
• Verify completeness and accuracy of job information and documentation.
• Enter job details into the company’s project management system.

Documentation and Compliance:

• Ensure all required documentation is collected and properly filed.
• Verify compliance with company policies and industry regulations.
• Maintain up-to-date and accurate records for all projects.

Coordination and Communication:

• Communicate with clients to confirm job details and requirements.
• Liaise with internal departments (e.g., sales, finance, business partners, project management) to facilitate job setup.
• Schedule initial project meetings and ensure all relevant parties are informed.

Project Setup:

• Create and distribute job files to relevant departments.
• Assign project numbers and ensure proper coding for accounting and tracking purposes.
• Assist in the preparation of initial project timelines and budgets.

Customer Service:

• Serve as the primary point of contact for clients during the job intake process.
• Address client inquiries and provide status updates on job setup.
• Resolve any issues or discrepancies related to job registration.

Administrative Support:

• Assist with general administrative tasks as needed.
• Support the Administrative Manager with special projects and reports.

Key Qualifications:

• Registering new claims within project software and ensuring correct input of claim details.
• Ensure to answer all phone calls and emails received within a timely manner.
• Initial customer contact to schedule site attendance - Schedule to reflect in project software and estimator allocated.
• Ensure all communications and updates are regularly saved into project software and required portals.
• Ensure all quotes, photos and documents are actively saved in project software and required portals.
• Providing specialized reports to stakeholders when required.
• Small value claims to be desktop supervised by administrator where required.
• Issue purchase orders to relevant trades as needed and amend active purchase orders if required.
• Ensure all subcontractors are accurately setup within EB prior to purchase order being issued (compliant with COI, W-9, and subcontractor agreement).
• Ensure the “Certificates of Completion” is saved in the job prior to invoicing.
• Prior to entering the job completion date within EB ensure that all work orders match Purchase orders and that all purchase orders match the sub invoices.
• Ensure all subcontractor invoices have been saved to relevant job folder and within Dash.
• Enter completion date within EB and notify Business Unit Manger to finalize invoicing.
• Ensure all complaints are accurately logged & that the Business unit manager is provided with the customers details.
• Job update logged and flagged with relevant stakeholders.
• Ensure complaints are closed out in a timely manner (24 hrs.)
• Assist with accounts receivable and collections.
• Ensure all required documentation has been supplied within portals for payment release.

Benefits:

• 401(k) with matching, health, dental, and vision insurance.
• Flexible spending account, Health savings account, life insurance, and paid time off.

Apply Today!

If you are eager to advance your career and enhance your leadership skills, we want to hear from you! The successful candidate must have the right to work in the USA and be prepared for a pre-employment medical examination and criminal background check if required .