Project Administrator - Commercial

Essential Job Functions

Insurance

• Maintain up to date and accurate insurance log in Contract Manager for all projects
• Scan and attach insurance certificates for all subcontractors inside Box and Contract Manager
• Generate dunning letters and make phone calls when coverage is expired

Subcontracts

• Update and maintain project specific attachments for Subcontracts.
• Update and maintain mutually agreed upon subcontract modifications for all subcontractors
• Generate dunning letters and make phone calls regarding unsigned subcontracts
• Print out and assemble subcontracts for PM after PM enters and costs out in Contract Manage
• Transmit subcontracts to subcontractors.
• Maintain current subcontract status (date signed, date sent, date executed, etc.) in Contract Manager
• Scan and attach fully executed boiler plate, scope of work, and schedule attachments inside Box & Contract Manager
• Transmit and track status of subcontractor change orders
• Scan and attach fully executed subcontractor change orders into Box & Contract Manager
• Scan and attach subcontractor pay applications into Box & Contract Manager after PM approval.

Purchase Orders

• Transmit purchase orders to vendors after entered and casted out in Contract Manager and printed out/signed by PM
• Maintain current purchase order status (date signed, date sent, date executed, etc.) in Box & Contract Manager
• Generate dunning letters and make phone calls regarding unsigned purchase orders
• Scan and attach fully executed purchase orders into Box & Contract Manager
• Transmit and track status of PO change orders
• Scan and attach fully executed PO change orders into Box & Contract Manager

Prime Contract

• Scan and attach fully executed prime contract in Box and Contract Manager
• Transmit prime contract change orders to appropriate party after executed by TMG.
• Scan and attach Notice of Contract and Cancellation of Contract filings in Box and Contract Manager
• Scan and attach clear L&P certificate at the end of the lien period into Box and Contract Manager
• Arrange for approved applications for payment to be notarized and transmit to the appropriate party
• Upon receipt of prime contract pay application certified by the Architect, scan and attach in Box & Contract Manager

Certified Payrolls

Daily Reports

• Attach job progress photos to daily reports in Contract Manager
• Scan and attach subcontractor daily reports to TMG daily reports in Box and Contract Manager

Meeting Minutes

• When requested, generate meeting minutes in Contract Manager from handwritten notes (weekly sub/qc meetings, job progress meetings, etc.)
• Distribute meeting minutes by external collaboration in Box, or email (or by fax if recipient does not receive email)

Concrete Pour Notices

Filing

• File hard paper documents weekly (correspondence and any change orders, PO's, subcontracts, etc. with a wet signature)
• Maintain electronic file structure established in Box online storage system.

Other

Competencies

• Must be a motivated team player, looking to succeed
• Excellent verbal and written communication skills
• Excellent organizational and time management skills
• Operationally focused; detailed oriented but able to grasp big picture
• Excellent people skills
• Must possess a strong work ethic

Education/Experience

• Bachelor's degree, preferably in Business Administration, Construction/Project Management, or equivalent work experience preferred
• 1 years general construction experience in the commercial space or the like

• Proficient with MS Excel, MS Word and project management software; familiarity with P6 and Procore is a plus
• Must be able to successfully pass a pre-employment criminal, driving and pre-employment drug screen
• Must possess a current and valid state driver’s license and a clean driving record

Work Ethic | Solution Oriented | Project Excellence | Client Centric | Professionalism

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties the employee is regularly required to make use of close vision to read engineering blueprints and reduced size black and white drawings, specifications, fine print, reports, schedules, estimates, spreadsheets, summaries and

other documents in either hard copy or computer monitor. Must be able to converse on the telephone and in person, use hands and fingers to write and type, prepare email messages with attached files and use personal computers and calculators. The employee will periodically need to lift and/or carry heavy documents such as specifications and/ or equipment, weighing up to 25 pounds.

EEO Statement

The McDonnel Group, LLC is an Equal Opportunity / Affirmative Action employer committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or any other factor protected by applicable federal, state or local laws. Individuals who require reasonable accommodations under the Americans with Disabilities Act in order to participate in the search process should notify Human Resources.