Project Administrator

Job Description

Job Description

About Us

At AlfaTech we believe in more than just engineering solutions; we believe in promoting a culture of agility, collaboration, and inclusion. As a leading consulting engineering firm, we provide thoughtful engineering design that is technologically forward thinking, innovative, and environmentally conscious, ensuring that our contribution to our built environment is flexible, sustainable, and lasting across all the market segments we serve.

If you're driven by a passion for engineering, innovation, and making a difference, if you thrive on challenges and adapt quickly to change, and if you are looking to be part of a dynamic team of empowered, smart, energized, professionals, then AlfaTech is the place for you.

Job Summary

In this role, you will be responsible for providing general project management, organizational, and administrative support to the Project Manager (PM) and Project Team.  A successful candidate will be self-motivated, organized, creative, and can multi-task.  This individual must have the ability to work independently and as an effective and engaged team member in a fast-past environment.  Strong initiative and follow-through is essential for this job. 

It is expected that the majority of your time be billable to projects.  The Project Administrator will provide backup to other Project Administrators (PA) and/or Document Controllers in the group, as the project workload and schedules dictate.

Core Responsibilities

General

• May work directly with the Client, Contractors and external team members.
• Build and maintain collaborative relationships with internal and external stakeholders.
• May work directly with project engineers to produce reports, logs or other project materials, as assigned by the Project Manager.
• Works with Project Managers to resolve priorities.
• Meets schedules. Advises project team members and Project Managers when there may be a problem in meeting an upcoming deadline.
• Coordinate project meetings and project deliverables.
• Attends all project meetings, records meeting minutes, and distributes them to the project team. May present on project administration processes if required.
• May lead design team calls in Project Manager’s absence if required.
• Assists the Project Manager in preparation of materials for meetings.
• Assists Project Managers with the preparation and development of project planning and monitoring tools.
• Maintain the team calendar and advise project team of upcoming deadlines.
• Available during regular business hours to meet and respond to the needs of clients and to be available to AT staff, and as needed beyond regular business hours when necessary. 

Construction Administration (CA)

• Assists in producing site Observation Reports for AT team members.
• Assists Project Manager in scheduling and coordinating project Construction Administration meetings.
• Processes all RFIs, and Submittals and maintains Construction Administration database and/or logs daily.
• Coordinates and facilitates production of multi-author RFI responses to ensure consistency, cohesion, and timeliness of response.
• Generates regular reports on CA documents response times and lateness.
• Maintains project-filing systems and keeps all Project CA Records current and in order:
• Files Submittals and RFIs on a timely basis.
• Files meeting minutes of CA phase project meetings.
• Coordinates and processes outgoing reviewed Submittal Packages.
• Contacts Owner, Architect, GC or Subs to help resolve confusion and obtain additional information, as needed, to help process RFI’s or submittals.
• Issues weekly “Open Items” emails to each team member, by discipline.
• Proactively follows up with all team members on open RFIs and Submittals or other action items on a weekly or even daily basis as needed.
• Attends and is an active participant in Project Construction Administration Meetings, including but not limited to weekly OAEC meetings, weekly CA Log review meetings and weekly design team meetings during the CA phase and other meetings as appropriate.
• Assist the PM in coordination of team site visits with the GC/Architect/Owner and internally with the AT Travel Agent.
• Assists the PM in the planning and execution of any large Owner/GC Design Review meetings held on site, as well as attend these meetings.

Quality Management, Change Management, Document Production and Control

• Familiar with Document Control and Change Management.
• May lead weekly Change Management calls with the Client and GC.
• May lead Change Management and Document Control activities within the design team.
• Assists Project Manager in coordinating Project Output, including reports and formal design package issuances such as Design Milestone Issuances and Bulletins.
• Coordinate and facilitate production of multi-author documents to ensure consistency, cohesion, and timeliness.
• Project Word Processing: Specifications, correspondence, memos, meeting minutes, and many other forms of Project Documentation.
• Knows and uses the format and style that the firm wishes to use in the preparation of contract documents and correspondence.
• Knows all the commands in the word processing software package and how to produce contract documents using the word processor and the printer.
• Proofreads own work. May proofread others’ work as requested.
• Knows where to locate examples of common contract language (boilerplate) and how to insert this language into the reports at the proper place.
• Assemble and format Documents to conform to project or business requirements.
• Work with management to develop Word, Excel, and PowerPoint templates for Documents to provide consistency and to improve efficiency and accuracy.
• Maintains project-filing systems and keeps all Project Records current and in order:
• Files Project Records on a timely basis.
• Files the master copy of a Project Document.
• Act as Project Quality Control Monitor:
• Identifies and holds any Project Output that has not been verified at the point of issue by required Project QC methods.
• Reviews with Project Manager any required action for Project Output that has not been verified.

This is meant to summarize the role’s responsibilities and provide some information and structure. At AlfaTech we encourage our staff to think outside the box and explore opportunities beyond the confines of one’s stated responsibilities to bring new thoughts, ideas, and innovations to our company.

Ideal Candidate

• Must have 3-5 years of construction administrative or clerical experience. Previous project coordination experience and familiarity with construction is a plus.
• Associates degree related to Business Administration, Construction, or Project Management required or the equivalent work experience.
• Ability to maintain confidentiality and exercise extreme discretion.
• Proficiency in spreadsheet/database software, MS Office Suite and Bluebeam.
• Excellent proofreading skills.
• Procore, ACC, Bluebeam and PlanGrid experience preferred.

Essential Requirements

• Proficiency in spreadsheet and database software.
• Proficiency in Newforma
• Basic Proficiency in MS Word
• Basic Proficiency in MS Excel
• Highly organized, good time management skills
• Excellent communication skills
• Meets Deadlines

Salary Range

This is a hybrid role. It is anticipated that the working days in the office will be done at our San Francisco, CA office. The expected salary range for candidates who will work in San Francisco, CA is $35 - $40 per hour. The final offer to our new team member will be dependent on several factors that may include but are not limited to the length, breadth, and depth of experience within the job and the industry, education, etc. ATCE is a multi-state employer, and this salary range may not reflect positions that work in other states.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.