The Project Administrator provides administrative support to multiple construction project teams and performs tasks required to start up, maintain and close out projects in an organized, thorough and timely manner. Project Administrators are responsible for managing information as well as internal and external relationships critical to a project's success.
- ESSENTIAL DUTIES AND RESPONSIBILITIES Develop positive relationships with subcontractors, vendors and other external clients. Respond to all inquiries/requests in a timely manner, and follow up until each issue is closed.
- Strong verbal, written and inter-personal communication skills with demonstrated ability to positively interact with company personnel from all levels of the organization, as well as, external contacts. Effectively directs communication regarding questions and issues to the appropriate party.
- Ensures that all day-to-day project communication and documentation is filed, both paper and electronic.
- Follow strict month end deadlines for all Accounts Payable, Accounts Receivables and Payroll.
- Complies with and helps to enforce standard policies and procedures.
- Work with the project team to ensure proper job setup prior to the start of the project.
- Obtain required contractual documents (i.e. P&P bonds, insurance certificates, DOL Notice of Work, Notice of Completion of Work).
- Participate in the project kick-off meetings to ensure proper job setup prior to the start of the project.
- Setup project phase codes, cost types for tracking and input project budget.
- Create, enter and execute project Subcontracts and Material Purchase contracts. Process invoices and prepare and execute change orders, process lien releases and release payments and closeout at project completion.
- Issue subcontractor contracts on a timely basis; partner with the Project Manager to make sure contracts are fully executed prior to the subcontractor beginning work on site.
- Monitor and attain subcontract invoices monthly; including working with the Project Manager on any unbooked costs.
- Request insurance from subcontractors before they begin work on site. Review certificates to ensure accuracy, and follow up with subcontractors to resolve insurance issues.
- Monitor subcontractor compliance.
- Assist Project Manager in management of project with monitoring and distribution of reports (i.e. Aged Receivables, Aged Payables, Labor Reports and Shareholder Statistics).
- Prepare monthly job billings: to include Time and Material, Cost Plus and Progress monthly billing (Lump Sum) Percentage breakdown obtained from project managers.
- Accounts Payable - run transactions and vendor drilldowns to retrieve copies of receipts/invoices as support documentation (T&M). Research and run A/P reports (i.e. Open Payables, Unapproved invoices, etc.). Assist with coding vendor invoices.
- Accounts Receivable - create, enter and interface Intercompany T&M invoices into Viewpoint. Release subcontractor payments. Assist with Owner check deposits. Prepare credit memos on Owner exceptions.
- Provide requested information during annual audits, both internal and external.
- Participate in special projects as requested.
- Other duties as assigned.
EDUCATION AND/OR EXPERIENCE
- Bachelor's degree in Business or Accounting discipline preferred, with a combination of education, training, and experience considered in lieu of the degree
- A minimum of five to seven (5-7) years experience ideally gained through increasingly responsible administration positions (Project Admin, Project Coordinator) within a construction company
- Sound administrative skills, works under supervision performs work that is varied and may be somewhat difficult in character
- Strong analytical and reasoning abilities
- Demonstrated ability to use Windows and the Microsoft product suite with proficiency
- Sensitivity to and willingness to comply with Native Corporation's values and ethical standards
LEADERSHIP COMPETENCY REQUIREMENTS FOR INDIVIDUAL CONTRIBUTOR LEVEL
ASRC's Core competencies include Leading Self, Leading People and Leading the Organization. In addition to our core competency model, our framework includes competencies specific to the various levels of positions within our company. For more information on our core competencies please contact the HR Department and reference the ASRC Leadership Framework.
- Uses time effectively and efficiently, understand and able to assess work tasks and prioritize based on project or task needs.
- Is cool under pressure and can handle stress.
- Can be counted on to hold things together during tough times.
- Is not knocked off balance by the unexpected.
- Is personally committed to and actively works to continuously improve himself/herself and understands that different situations and levels may call for different skills and approaches.
Learning on the Fly
- Learns quickly when faced with new problems and change.
- Experiments to find solutions and enjoys the challenge of unfamiliar tasks.
- Has the functional/technical knowledge and skills to do the job at a high level of accomplishment.
- Ability to read and interpret documents.
- Ability to write routine reports and correspondence.
- Ability to speak effectively before groups of employees or customers.
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
- Ability to deal with problems involving several concrete variables in standardized situations.
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; reach with hands and arms; and to use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, climb or balance. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job includes the ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Office hours are Monday through Friday, 8:00 am to 5:00 pm. The work is in a fast paced team environment and requires collaboration with a variety of departments. The floor plan consists of office and work stations. This is a drug free work place and mandatory pre-employment drug screening applies.
The work environment is in a busy office setting. The noise level in the work environment is usually moderate. While performing the duties of this job, the employee may be occasionally exposed to outside weather conditions and may be required to travel in small and large commercial aircraft.
ASRC Construction is a drug free workplace and pre-employment drug testing is part of the hiring process.
ASRC Construction and its family of companies is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, national origin, religion, disability, protected veteran status or any other legal protected status. EOE: M|F|D|V
ASRC Construction is the construction division of Arctic Slope Regional Corporation, an Inupiat-owned corporation created as a result of the Alaska Native Claims Settlement Act.
ASRC's family of companies apply a shareholder preference in employment, to the maximum extent feasible, as authorized by law.