Construction Project Administrator

T5 Data Centers•Chicago, IL

13h•Onsite

About The Position

The Project Administrator is responsible for providing onsite administrative and accounting support to our Construction Project Management Team. Coordinate with project team to oversee/process day-to-day administration for Job/Project: Including ordering and maintaining all office supplies, expense reports, payroll, and mail Process all paperwork associated with projects, such as Trade Subcontractor Invoices/Pay Apps, certificates of insurance and bonds, onsite payroll, lien waivers, Owner Pay Applications, and miscellaneous vendor requirements Help manage Subcontractor workflow as it relates to review & approval process of Trade Subcontractor Work in conjunction with Project Manager's, Superintendents, Engineers and Project Accountants and other Departments to complete project needed tasks To assist with the control of all financial and commercial aspects of construction related contracts To assist in the production of supporting financial information for T5 Construction related projects To maintain and update both manual and computer records relating to T5 Construction contracts To prepare and issue predefined reports, which form part of the contract and customer requirement Liaise closely with the Project Manager, ensuring accurate processing of quotations and purchase orders, invoices, time sheets and PTO records To undertake general office duties involving T5 Construction related contracts, to include: Correspondence and filing Minutes of meetings Preparation of reports and documentation Updating of electronic records Material ordering and administration Vendor administration Raising purchase orders and ensuring that purchase orders are updated when changes required. Production of valuations and presentations of results Contract renewal documentation Quote logging and processing Process of timesheets from engineers, chasing and checking quality of data Contract set up (PPM/ System support) Application of Billing preparation Contract escalation process and updates To manage the Accounts Payable process for the contract which includes: Upload, index and code A/P invoices and work with Managers to facilitate timely A/P workflow approvals within Procore approval systems Set up executed purchase orders in Procore for accurate application and tracking of contract operating and capital expenditures Interface with vendors, customers, executives, facility management leadership, and internal finance team to address and resolve any inquiries or issues Respond to vendor inquiries and reconcile vendor statements To enable full auditable trails with, for example but not limited to, invoices, timesheets, material orders and goods received note To be responsible for the closeout documents to hand over to client at the end of the project. All other work as assigned by T5 Construction project/executive leadership

Requirements

3 plus years required in office administration or related field
Must be proficient in: Microsoft Project, Excel, Word, PowerPoint, PDF/ Bluebeam, and Procore
Excellent verbal, written and interpersonal communication skills, required
Attention to detail
Time Management skills required.
Excellent verbal, written and interpersonal communication skills, required
An energetic self-starter with a can do/whatever it takes attitude who can perform under pressure, work successfully on tight deadlines and identify and resolve problems as they arise, required
Ability to stand, walk, sit, climb, and balance
Ability to stoop, kneel, crouch and crawl using both arms and legs
Ability to reach, grasp, push, pull, handle, feel, and type with both hands and arms
Ability to smell, talk and hear

Nice To Haves

Associate degree preferred
Construction Industry knowledge experience a plus
Ability to read and comprehend design drawing packages. (not required)

Responsibilities

Providing onsite administrative and accounting support to our Construction Project Management Team
Coordinate with project team to oversee/process day-to-day administration for Job/Project
Process all paperwork associated with projects
Help manage Subcontractor workflow as it relates to review & approval process of Trade Subcontractor
Work in conjunction with Project Manager's, Superintendents, Engineers and Project Accountants and other Departments to complete project needed tasks
To assist with the control of all financial and commercial aspects of construction related contracts
To assist in the production of supporting financial information for T5 Construction related projects
To maintain and update both manual and computer records relating to T5 Construction contracts
To prepare and issue predefined reports, which form part of the contract and customer requirement
Liaise closely with the Project Manager, ensuring accurate processing of quotations and purchase orders, invoices, time sheets and PTO records
To undertake general office duties involving T5 Construction related contracts
To manage the Accounts Payable process for the contract
To enable full auditable trails with, for example but not limited to, invoices, timesheets, material orders and goods received note
To be responsible for the closeout documents to hand over to client at the end of the project.
All other work as assigned by T5 Construction project/executive leadership