Construction Admin

Foster CM Group, Inc.•Seattle, WA

11d•Hybrid

About The Position

This role is responsible for assisting multiple projects by providing team support, internal project controls, contract administration, and fiscal management to each Project Manager. The PC communicates within the team and other departments professionally in a fast-paced, team environment with tight deadlines among various projects.

Requirements

Flexibility and strong prioritization skills, with ability to work in a matrixed environment responding to multiple stakeholders.
Strong communication skills with the ability to listen, understand, respond, and communicate complex information effectively with varying audiences.
Solid organizational skills, including multitasking and time-management.
A team-oriented approach and the ability to work with different personalities and professional styles under pressure.
Detail oriented with an emphasis on accuracy and quality.
Ability to work effectively in both self-directed and collaborative environments.
Highly proficient in Microsoft Office Suite, Word, Excel, Outlook, Bluebeam Revu, Microsoft Project (or other scheduling software).
Associates or bachelor's degree or equivalent experience preferred.
Previous experience in construction industry or equivalent preferred.
Excellent interpersonal, organization, and communication, skills.
Experience maintaining executive calendars is required.
Ability to record and distribute detailed meeting minutes, document discussions, decisions and action items.
Proficiency with Microsoft Office Suite, with high proficiency with Outlook, Word and Excel required.
Must be authorized to work in the United States for the duration of employment.
Possession of a valid state of residence driver's license with a clean driving record.
Daily travel to and from construction sites, generally within 100 miles from the home office is expected.
Short term, out of town, assignments may be required.
Long term, out of town, assignments may be required, with advance notice of planned dates.
May be required to work protracted and irregular hours to meet client's needs, including nights, overtime and weekends.
All positions at Foster CM Group require an applicant who has accepted an employment offer to undergo a background check.
Background checks may include, SSN/SIN validation, education verification, employment verification, criminal background check, fingerprint verification, and/or drug test.
All employment offers are contingent upon successful results of required background checks.

Responsibilities

Provide meeting support including scheduling, ordering catering, reserving conference rooms, setting up physical or virtual meetings, and attend as necessary.
General administrative support including file management, tracking documents, technical editing and formatting of project documents, requests to assist with marketing support.
Communicate clearly and effectively with both internal and external clients regarding project inquiries or department procedures/requirement.
Provide shipping, mailing, courier support as needed.
Work with project managers to efficiently and accurately set-up projects track that all initial requirements are met.
Maintain accurate project files throughout the life of projects.
Participate in development, maintenance, and implementation of business and administrative procedures.
Develop, modify and/or maintain all document and report templates
Issue and track master contracts.
Create contract files, log and track all engagement letters/contracts including contract drafting and contract change management.
Lifecycle management of contract from project set-up to archiving.
Prepare, organize, and /or coordinate files and information used in execution of client engagements.
Prepare and issue task orders in accordance with client contract and coordinated project manager.
Request current project specific Certificates of Insurance and distribute, as necessary.
Process and track contracts, change orders and other project documentation as required.
Prepare and distribute project closeout documents.
Monitor actual vs. budget expenses per contract and communicate discrepancies accordingly.
Assist with forecasting and project data tracking and verify fee forecast rates for accuracy.
Update budgets for client engagements.
Review and confirm invoices for payment in accordance with client contract.