Project Administrator

Job Description

Job Description

Gallo Mechanical is looking for a Project Administrator to join our growing team. As a project administrator, your primary responsibility is to assist the project managers with accounting needs from the project turnover meeting to project completion. The Project Administrator ensures the company job cost accounting methods, standards and processes are maintained. 

Responsibilities:

• Work with your designated project manager teams to ensure all proper information is input into the company's accounting system
• Track Subcontracts, Purchase Orders, and Change Orders
• Ensure projects are billed by designated dates with all necessary documentation
• Maintain professional customer service with General Contractors and Owners
• Assist in implementing new processes for your project teams when applicable

 

Weekly Job Responsibilities:

• Attend Turnover meetings
• Entering estimate breakouts from the project team
• Entering pertinent job information into vista
• Entering Subcontracts and sending out via DocuSign
• Entering Purchase Orders and sending out via DocuSign
• Entering Contract Change Orders, getting signed and returned
• Entering PO and Sub Change Orders and sending out via DocuSign
• When and as directed, fulfill compliance for Subcontracts, Purchase Orders and Change Orders
• Initiate routine billings for project managers and send out to Customer by due date with all needed information
• Open projection codes for PM Cost Projections

Requirements

• Verbal and written communication: One of a project administrator's tasks is to provide documentation, which requires excellent written communication skills. Verbal communication skills are also important and can help project administrators collaborate with our Customers and Project Teams.
• Organization: Project administrators are responsible for coordinating the many tasks that comprise a completed project.
• Time management: Project administrators work to ensure that every stage of our projects are completed within a certain time frame. Excellent time management skills can help them complete their own tasks and keep others on schedule.
• Collaboration: Projects are collaborative efforts and project administrators work closely with, managers, contractors and a range of other professionals. The ability to work as part of the team can help ensure successful project completion.
• Proficiency with project management accounting software: Familiarity with Viewpoint Vista is an important qualification for project administrators
• Multitasking: Project administrators have multiple responsibilities that they might have to manage simultaneously, including documentation, task monitoring and resource management. This makes multitasking and task prioritization valuable skills for the team.
• Flexibility: Conditions can change rapidly during the lifecycle of a project. In these circumstances, adaptability can help project administrators change their processes, develop new plans and ensure the success of the project

Benefits

At Gallo Mechanical LLC, our foundation is built on the core values of family, service, and exceptional performance. With 80 years as a proud, locally-owned family business, we are dedicated to finding innovative ways to serve and support the community we call home. It all starts with our greatest asset – our people! We invest in your growth through dedicated training programs and back you up with a comprehensive benefits package designed to help you thrive in your career.

• Training, support, and career progression to help you grow in your career.
• Company-paid medical insurance
• Dental, vision, voluntary life, short term disability, accident, and critical illness insurance
• Team Incentive Program (TIP): Allows eligible employees to share in company financial success.
• 401(k) plan with a 5% company match
• Employee wellness resources, PTO benefits, and more!