Project Administrator

Position: Project Administrator

Reports to: General Manager

Department: General and Administrative

Status: Regular Full Time Position – Exempt/Salary

Position Value Proposition

As a Project Administrator you will be responsible to assist Project Management Teams in coordinating the necessary activities to ensure the fulfillment of contracts. Creates and submits timely billings and necessary supporting documentation. Monitors the status of invoices and payments with our clients and coordinates collections and forecasting with Accounting. Also coordinates the subcontractor and vendor pay applications and related lien releases with Accounting. Provides necessary administrative support to the Project Management teams as related to documentation distribution, copying, filing and maintenance of necessary files. Also assists the Contracts Administration department in the routing of change orders.

Core Responsibilities

• Complete AIA documents and schedule of value updates for customer billing on a monthly basis according to contract requirements.
• Handle lien waivers and releases as required by customer.
• Prepare close-out documents as needed.
• Perform clerical duties as necessary.
• Reconcile billings and invoices.
• Distribute necessary documents and information to appropriate personnel.
• Send collection notices.
• Distribute preliminary notices for related projects.
• Maintains documentation and file keeping for management and project records.
• Process change orders and incorporates into project billings.
• Distribute and handle necessary bond information and consent of sureties.
• Coordinates insurance enrollment enrollments, updates and reconciliations. Ensures that the company complies with all insurance requirements for each project.
• Utilization of client Construction Management software programs and on-line billing programs
  
  

ADDITIONAL DUTIES & RESPONSIBILITIES:

(This job description is not an exclusive or exhaustive list of all job responsibilities and functions that an employee in this position may be asked to perform. Above statements describe the general nature and level of work being performed. Duties and responsibilities can be changed, expanded, reduced or delegated by management to meet the business needs of the company)

Required qualifications (Knowledge, Skills, and Abilities) to perform essential functions of this position:

Core Competencies:

• Planning - Accurately scopes out length and difficulty of tasks and projects; sets objectives and goals; breaks down work into the process steps; develops schedules and task/people assignments; anticipates and adjusts for problems and roadblocks; measures performance against goals; evaluates results.
• Self-Knowledge - Knows personal strengths, weaknesses, opportunities, and limits; seeks feedback; gains insights from mistakes; is open to criticism; isn't defensive; is receptive to talking about shortcomings; looks forward to balanced ( 's and –'s) performance reviews and career discussions.
• Priority Setting - Spends his/her time and the time of others on what's important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus.
• Interpersonal Savvy - Relates well to all kinds of people—up, down, and sideways, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can defuse even high-tension situations comfortably.
• Functional/Technical Skills - Has the functional and technical knowledge and skills to do the job at a high level of accomplishment.
• Informing - Provides the information people need to know to do their jobs and to feel good about being a member of the team, unit, and/or the organization; provides individuals information so that they can make accurate decisions; is timely with information.
• Technical Learning - Picks up on technical things quickly; can learn new skills and knowledge; is good at learning new industry, company, product, or technical knowledge—like Internet technology; does well in technical courses and seminars.
• Patience - Is tolerant with people and processes; listens and checks before acting; tries to understand the people and the data before making judgments and acting; waits for others to catch up before acting; sensitive to due process and proper pacing; follows established process.
• Written Communications - Is able to write clearly and succinctly in a variety of communication settings and styles; can get messages across that have the desired effect.
• Peer Relations - Can quickly find common ground and solve problems for the good of all; can represent his/her own interests and yet be fair to other groups; can solve problems with peers with a minimum of noise; is seen as a team player and is cooperative; easily gains trust and support of peers; encourages collaboration; can be candid with peers.
• Time Management - Uses his/her time effectively and efficiently; values time; concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities.
  
  

Work Experience

At least two (2) years of related experience maybe required.

Education/Training

HS Diploma or equivalent.

Specialized Knowledge – Certificates & Licenses

As outlined in the Core Competencies, an individual must have thorough knowledge and an advanced understanding of each competency outlined above in order to carry out the essential functions of this position. Specialized Knowledge is also required in the following areas: Computer experience, knowledge of MS Office, Outlook, Teams, Excel, Bluebeam/Adobe Acrobat Reader, general accounting principles and familiarity with accounting software (Sage, Oracle, Timberscan, etc…). In-depth knowledge of lien proceses, waivers and releases. Excellent time management, communication and organizational skills. Proficient PC skills for utilization of MS word processing and spreadsheet software.

• Efficiency Analytics/Metrics comprehension
• Project Management & Scheduling skill set
• Advanced Software comprehension
• Safety Standards for Workplace
• Budget Planning/Forecasting
• Familiarity with accounting principles and accounting software
  
  

Software & Technology

Personal Computer; phone; Computer Software includes: MS Windows, MS Office Teams, Word, Excel, and Outlook; Bluebeam/Adobe. Sage, Oracle, Timberscan, Procore, and Tekla system.

Work Environment

Position requires as many hours needed to fulfill the daily and weekly obligations required to carry out the functions. Working long days including evenings and weekends to achieve project deadlines can be required for this position. A clean driving record will be required due to required road travel. Current and valid driver’s license and proof of acceptable insurance is required. This position is generally indoors in a climate controlled office. Reasonable accommodations will be made upon request for those who have disabilities that qualify under the American with Disabilities Act.

Graywolf is an Equal Opportunity Employer with and Affirmative Action Plan.