Project Administration Manager

Overview

The Project Admin team lead position involves overseeing administrative aspects of projects, coordinating team members, managing resources, ensuring timelines are met, and facilitating communication between different stakeholders. Responsible for ensuring smooth project operations, resolving issues, and supporting the project team to achieve project goals effectively.

Location:                                          San Jose, CA (Headquarters)

Reports to:                                       Director of Human Resources and Corporate Communications             

Reporting Responsibilities:              Project Admin Team

Responsibilities

·       Provide high-level administrative project support to project group staff

·       Manage Project Admin team in San Jose and Alameda

·       Administer Warranty Letters and Close Outs

·       Manage the service bid log and job files in accordance with company policies and applicable project

        instructions

·       Manage/Oversee the assembly and distribution close out documents as necessary

·       Manage bonds, COI’s, complete pre-qualifications and update monthly WIP reports

·       Work with marketing to compose, format, proofread, edit and organize documents, reports, specifications and    correspondence

·       Develop and maintain procedures for project document management

·       Create and maintain files

·       Assist in the management, upkeep, and distribution of project schedules

·       Coordinate meetings and assist with presentations

·       Manages contract change orders  

·       Facilitate and participate in meetings, including conference and video calls

·       Assist with bid/sales support, budgeting, planning and track spending

·       Assist with the development and maintenance of the project filing structure

·       Assist with project guides, project reviews, project invoices, and expense reports as needed

·       Archive closed projects

·       Manage department events/morale champion

·       Exhibit professionalism with clients

·       Perform other duties as needed

United Mechanical is an Equal Opportunity Employer and embraces diversity in our employee population. We provide equal opportunity to all qualified applicant and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status or special disabled veteran, marital status, pregnancy, genetic information, or any other legally protected status.