Construction Project Administrator I

Western Pump Inc•Poway, CA

4h•Onsite

About The Position

A project administrator supports project managers, project coordinators, and construction project teams by managing the logistical and administrative aspects of projects. They ensure that all project activities are organized, on schedule, and within budget. Project administrators play a key role in facilitating communication between team members and stakeholders, keeping projects on track from start to finish.

Requirements

2 years of experience in project management, preferably in the construction industry.
Must have a high school diploma or general education degree (GED).
Strong organizational and time management skills, with the ability to manage multiple tasks and projects simultaneously.
Excellent communication and interpersonal skills, with the ability to collaborate effectively with team members and stakeholders.
Proficiency in project management software and tools.
Ability to analyze project data and generate reports for project managers and customers.
Detail-oriented mindset with strong problem-solving abilities.
Understanding of project management methodologies and best practices.
Ability to work independently and take initiative when necessary.
Familiarity with budgeting and financial tracking for projects.
Strong English written and verbal communication skills, including excellent grammar, punctuation, and sentence structure.
Good team player; must have a good attitude and be approachable. Ability to work autonomously and as a team; self-motivated.
Proven history of being reliable and dependable.
Proficient in Microsoft Office, including Word, Excel (pivot tables, v-lookup), and Outlook.
Follow and promote all safety protocols during work hours while working, driving, loading, lifting, moving any tools, equipment, furniture, or storage units.
When required, wear safety boots and other Personal Protective Equipment (safety vest, safety glasses, noise protection, fall protection, etc.).
Must support and abide by our Core Values.
Safety
Communication & Listening
Job Knowledge
Customer Service
Teamwork
Dependability
Initiative & Results Orientation
Project and Task Management

Nice To Haves

Experience with ERP systems a plus.
Spanish fluent speaking skills desirable.

Responsibilities

MANAGING PROJECT DOCUMENTS:
Set up project in Project Site; Add project users (i.e. project execution team, subcontractors, Owners, etc.), as applicable.
Request/obtain insurance certificate for project.
Verify/obtain city business license for project.
File Preliminary Notice.
Provide prelim notice information to subcontractors/vendors.
Setup subcontractors' contracts in the project management module of Jonas.
Create physical project folders for Foremen and Superintendents to keep jobsite documents organized and easily accessible.
Assist in maintaining project documentation, including contracts, RFIs, submittals, permits, and change orders. This should also be on the PC JD. Maintain and update project documentation, including contracts, RFIs, submittals, change orders, and meeting minutes.
Maintain organized project files, both digital and physical, ensuring accessibility and accuracy.
MONITOR PROJECT PROGRESS:
Track project milestones, deliverables and deadlines.
Set up technician certification training, send training information to each technician, and update/file technician certifications in the Project Site.
Assist with resource tracking (budget, equipment, personnel).
RISK MANAGEMENT:
Record and monitor issues or risks raised during the project.
Escalate concerns to the project manager as needed.
OTHER DUTIES:
As directed by project managers and coordinators, process POs for project materials not managed by the procurement team; monitor and closeout POs in Jonas on a timely basis.
Process per diem requests.
Coordinate with project managers and accounting to ensure that all project transactions pertaining to month-end close are completed per the month-end close calendar provided by accounting.
Support and assist project managers with monthly billing to ensure billings are submitted in accordance with contract requirements and internal Standard Operating Procedures (SOPs). Other duties as assigned by project coordinators and/or project managers.
ADDITIONAL JOB FUNCTIONS FOR A SENIOR PROJECT ADMINISTRATOR (Project Administrator II)
As assigned by the Project Managers and/or Coordinators, begin to work on Project Coordinator job functions in preparation for advancement.