Project Administrator

SUMMARY

DI exists to relieve the world of mediocre experiences and to create remarkable ones. Our people make the remarkable possible through an unwavering display of uncommon commitment each day.

Reporting to the Director of Project & Subcontract Management, this role supports the Project Management and Subcontract departments by communicating with vendors and clients, obtaining bids from sub-contractors and executing change orders. This role’s activities are primarily centered around the planning, organizing, and completion of tasks directly related to project operations and subcontract cost monitoring with a bridge to the Accounting team.

ESSENTIAL RESPONSIBILITIES/FUNCTIONS may include but are not limited to:

• Provides administrative support to the Project Management team, general contractor, and client construction management staff
• Act as a point of contact for vendors, subcontractors, and various construction services teams and solicit quotes from them for new jobs
• Supports PO writing and PO invoice receiving, vendor portal management, partner database activities, accurate POs, and supports publishing vendor payment terms
• Prepares forms such as change orders, purchase orders, service agreements, and subcontracts
• Maintains construction billing portals and activities for assigned projects
• Leads project management billing efforts and coordinates with Accounting department for assigned projects. Helps bridge the gap between AR (Accounts Receivable), AR aging, sellers, PMs, and Producers
• Effectively focuses on process details by receiving, interpreting, and executing project budget and billing input from internal and external clients
• Is the liaison between project cost budgets and helps ensure data is entered into month end performance reporting
• Generates and deciphers operations reports, financial performance reports (EAC’s), projected sales revenue reports, and any follow up reports requested
• Acts as administrative contact for the HR Specialist and the Installation & Logistics Supervisor to ensure accurate reporting for prevailing wage payment and internal time coding
• Assists HR Specialist with certified payroll to ensure accurate info is uploaded in a timely manner
• Assists cleanup and organization of open PO and PO clear reporting and reconciliation
• Execute administrative office duties such as setting up filing systems, data entry, in Wrike, Sage, Evernote, Google Drive, Salesforce, Bluebeam, Dropbox, Concur and Project Management drive and/or other data systems
• Prepares meeting agendas for specific assigned projects, coordinates and relays communication from internal meetings with formal meeting minutes to all designated individuals
• Coordinates meeting logistics and deliverables such as handouts, and makes travel arrangements for the Project Management team
• Helps prepare internal process documents to support the PM team, including but not limited to project change orders, schedules and presentations as needed
• Reports and escalates any issues to the Director of Project & Subcontract Management in a timely manner, as needed
• Ensures the confidentiality and security of company’s and clients’ financial information
• Performs other related duties as assigned

KNOWLEDGE/SKILLS/ABILITIES

• Ability to effectively use online systems to track and monitor client projects, organize priorities, and manage calendar milestones.
• Proficient in Microsoft Office Suite or related software as well as other accounting software programs
• Ability to perform basic Excel spreadsheet functions and formulas.
• Excellent attention to detail and data integrity in a fast-paced and deadline driven environment.
• Ability to independently multi-task, work under pressure and meet deadlines.
• Possess an authentic team player attitude and always be willing to help.
• Excellent communication skills, both written and verbal, demonstrating solution-oriented components.
• Uncommon commitment to clients and internal teams alike
• Exhibit a positive, professional attitude and approachable communication style.
• Be extremely flexible; go where needed, when needed.
• Possess excellent listening and problem-solving skills.
• Ability to meet/exceed deadlines and produce results.
• Be dedicated to everyone’s success and contribute to a positive team culture.

EDUCATION/CERTIFICATIONS/EXPERIENCE

• Bachelor's degree, from a four-year College or University preferred. Will consider an Associate’s degree in the Construction Management field, Accounting or a combination of education and previous work experience.
• Prior construction industry billing portal and billing activities experience strongly preferred
• Prior experience with technical documentation, flowcharts and project scheduling is a plus.

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.

• The employee is occasionally required to reach with hands and arms and stoop, kneel, climb, crouch, or crawl.
• The employee must be able to occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required for this job include close vision, distant vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
• Employees must be able to talk and hear.

WORK ENVIRONMENT

Due to our onsite Fabrication process, the work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. While performing the duties of this job, employees may be exposed to wet and/or humid conditions, moving mechanical parts, fumes or airborne particles and outside weather conditions