PROJECT ADMINISTRATOR - Sarasota County

Job Description:
The Project Administrator will assist in the preparation, reporting and analysis of assigned construction projects under the supervision of a project manager. Primary responsibility is to fulfill the administrative needs of PM and project teams, including anticipating project needs, managing workload, and producing work of the highest quality.

Job Responsibilities:

  • Set up and maintain project documentation electronically; create binders.
  • Assist Project Manager in creating Subcontracts, subcontract change orders and Purchase Orders; routing for approvals, signatures and distribution.
  • Manage Subcontractor insurance certificates and performance & payment bonds if applicable (request and review) to ensure requirements are met.
  • Collect, verify and process material delivery packing slips and verify against Purchase Orders.
  • Create logs for Prime Contract Change Orders and Subcontractor Change Orders.
  • Assist Project Manager in acquiring and maintain project close-out document.
  • Responsible for scheduling meetings, preparation and distribution of agenda and minutes to all participants.
  • Request, collect and process Subcontractor Pay Application and Pending Change Order report every month for submission to the owner.
  • Order resources such as office supplies and equipment.
  • Act as point of contact for all participant’s such as owners, subcontractors and vendors.
  • Prepare and provide project documentation and support to the team.
  • Upload photos, drawings and documents to Procore.
  • Assist in obtaining Permits for the project.
  • Schedule inspections.
  • Process and code invoices in Timberscan for approval.
  • Miscellaneous clerical work that includes making copies, scanning, filing, errands.

Job Requirements:

  • Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently.
  • Problem solving – Identifies and resolves problems timely; Gathers and analyzes information; Develops solutions; Works well in group problem-solving situations; Uses reason.
  • Oral Communication – Speaks clearly and persuasively; Listens and gets clarification when necessary; Responds informatively to questions; Demonstrates group
    participation skills; Participates in meetings; Always friendly and leaves good impression.
  • Written communication- Writes clearly and concisely; Edits work; Varies writing style to meet specific needs; Presents data effectively; Able to read and interpret
    written information.
  • Quality- Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
  • Adaptability- Adapts to changes in the work environment; Manages competing demands; Able to handle frequent change, delays, or unexpected events.
  • Professional, Friendly, Team Player.
  • Must demonstrate a flexible can-do attitude.
  • Hands-on experience with technical documentation.
  • Team spirited.
  • Excellent time-management, must be able to multi-task.
  • Stable employment history.
  • Excellent professional references.
  • Detail Oriented.
  • General Construction Knowledge is a plus.
  • Excellent computer skills. Software proficiency in MS Word, Excel, Outlook, MS Project, (Knowledge of Procore a plus).
  • Proficiency with industry practices, processes and standards.
  • Ability to stand for several hours at a time and to walk the entire site including all floors as required.
  • Capacity to physically life up to 40lbs.
  • Strong Work Ethic.

Job Qualifications:

  • Minimum 3 years commercial and residential construction project administrator experience.
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