Job Summary

The Project Administrator is responsible for providing administrative, secretarial, and clerical support to the project. They will maintain a professional working relationship with owners, architects, engineers, subcontractors, and suppliers and may supervise and provide training for the Project Secretary, as well as participate in the Individual Development Review for that employee.This position includes three 'steps' (I, II, and Senior), which provide for a progression of skill and experience. Step I is the entry level for individuals with limited experience in this position. Step II is used for employees with 2 years of experience in this position, or with experience on larger and more complex projects. The 'Senior' step is used for employees with 4 or more years of experience and/or experience on significantly larger or more complex projects

Key Responsibilities

1.    Assists with owner billings and coordinates receipt of owner funds and release of sub payments.
2.    Assists with project close-out as requested by the project team and performs duties as required by project close-out checklist and generates and audits reports including equipment, labor, material, subcontractor committed, cost, and job cost.
3.    Ensures that all compliance required records (I.e., certified payroll, minority craft hiring goals, monthly utilization report, and daily manpower reports for all contractors on the project) are completed in a timely and accurate manner, and are on file and ready for auditing.
4.    Maintains and distributes Billing Status Report. Tracks executed subcontracts/ supplements, insurance, bonds, pre-liens, lien releases, and joint checks.
5.    May supervise and provide training for the Project Secretary, and may participate in the Individual Development Review for that employee.
6.    On remote projects, will coordinate with Corporate Employment office in preparing and coordinating hiring guidelines, applicant flow logs, pre-employment drug tests, employee orientation, and/or employee separation.
7.    Performs and sets up subcontracts (work orders) and logs in JDE and Prolog and generates sub package with job-specific forms and sets up and maintains subcontract change orders (supplements) and budget adjustments in JDE and processes subcontractor pay applications after Project Manager's approval and maintains in Prolog.
8.    Sets up and maintains standard project files: general correspondence/filing, subcontractor/ purchase order agreements, vendor files, time sheets, and Prolog Company set-up files.
9.    Sets up, maintains, and ensures full compliance of Bulletin Board postings with federal, state, and government agencies, and local and Sundt posters and policies.
10.    Types and distributes project correspondence and coordinates all project payables and receivables with Accounting Department and may maintain and reconcile jobsite petty cash and other accounts, as required.

Minimum Job Requirements

1.    Good organizational skills are necessary.
2.    Must be proficient with word processing and spreadsheet software.
3.    Proficient use of all Microsoft Office Suite programs.
 4.    Two-year accounting degree or equivalent combination of business training and/or related experience.

Note: Job Description is subject to change at any time and may include other duties as assigned.

Physical Requirements

1.    Ability to wear personal protective equipment is required (including but not limited to; steel toed shoes, gloves, safety glasses, hearing protection, hardhat, vest, etc.)
2.    May reach above shoulder heights and below the waist on a frequent basis
3.    May stoop, kneel, or bend, on an occasional basis
4.    May use telephone, computer system, email, or other electronic devices on a limited basis to communicate with internal and external customers or vendors
5.    Must be able to comply with all safety standards and procedures
6.    Occasionally will climb stairs, ladders, etc.
7.    Required to use hands to grasp, lift, handle, carry or feel objects on a frequent basis
8.    Will interact with people frequently during a shift/work day
9.    Will lift, push or pull objects on an occasional basis
10.    Will sit, stand or walk short distances for up to the entire duration of a shift/work day.

Safety Level

Safety-Sensitive

Note: Jobs with the Safety-Sensitive designation are those that include tasks or duties that the employer reasonably believes could affect the safety and health of the employee performing the task or others such as operating a vehicle, operating equipment, operating machinery or power tools, repairing/maintaining the operation of any vehicle/equipment, the handling/disposal/transport of hazardous materials, or the handling/treatment/disposal of potentially flammable/combustible materials.

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