Project Administrator - Mid Level

Moffatt & Nichol•Honolulu, HI

3h•Onsite

About The Position

Moffatt & Nichol is actively seeking a Project Administrator to join our Honolulu office. As the successful hire, you will support project managers in executing operational and administrative tasks. This includes supporting project execution, pursuit, setup, and closure, and may participate in bid and construction support. About Moffatt & Nichol: Moffatt & Nichol is a leading U.S.-based global infrastructure advisor specializing in the planning and design of facilities that shape and serve our coastlines, harbors and rivers, as well as an innovator in the transportation complexities associated with the movement of freight. For the 4th year in a row, Moffatt & Nichol is ranked Engineering News Record #1 for Marine & Port Facilities and Top 100 in International Markets. We were also named Southeast Design Firm of the Year 2023. Moffatt & Nichol's professional staff includes engineers, planners, and scientists who serve our global client base from offices in Europe, North America, Latin America, and the Pacific Rim. The firm provides clients worldwide with customized service and a level of excellence that have become the firm’s hallmark in several primary practice areas – ports and harbors; coastal, environmental and water resources; urban waterfronts and marinas; transportation, bridges and rail; inspection and rehabilitation; and energy.

Requirements

Bachelor’s Degree in a related field or relevant experience
5 to 10 years of experience in Project Administration
5+ years of experience working in Engineering or Construction Services
Experience with A/E contract and terms
Excellent communication skills and able to meet deadlines in a dynamic environment with multiple project responsibilities
Self-motivated, highly organized, positive, and takes pride in work and being an integral part of a committed team
Microsoft Office Professional skills with intermediate proficiency in Word, Excel and PowerPoint
Proficiency with Adobe Acrobat Professional, Bluebeam, Newforma, Microsoft Windows, Explorer, Teams and Zoom
Experience with BST or similar ERP
All new hires will be required to successfully complete and pass a pre-employment (post offer) background check in compliance with NIST 800-171
Moffatt & Nichol uses E-Verify and employment is contingent upon the legal ability to obtain employment in the U.S. and to present the required documentation at hire

Responsibilities

Document proofreading and editing
Compile, create, revise, format and edit documents using Microsoft Office Products. QC check data, tables, formulas and formats within spreadsheets for accuracy
Organize and support regular technical meetings, assist in note taking
Ability to identify and recognize when assistance would benefit the team; be proactive
Training Project Assistants
Setup Opportunity with assistance from Project Director (PD), Project Manager (PM) and/or Project Administrator (PA)
Setup Pursuit Numbers
Submit contracts for review
Develop draft teaming agreements as directed by PM for legal review
Developing and updating project plates for marketing
Writing and updating resumes for specific pursuits
Assist PM maintaining JV agreements and preparing modifications throughout project or contract
Setup Project number in BST with assistance from PD, PM, Project Financial Analyst (PFA) and/or PA
Setup budget worksheets with assistance from PD, PM, PFA and/or PA
Develop resource plans with assistance from PD, PM, PFA and/or PA
Maintain on-call contract sheet, maintain costing sheets with correct rates for team to use for cost estimates, track overall contract budget
For each project, setup vendors and subcontractors by organizing, obtaining and submitting the following: For vendors: Obtain fee proposal; Assist PM in obtaining new vendors/subcontractor W9s. For subcontractors: Obtain certificates of insurance; Obtain fee proposal; Assist in assembling subcontractor contract and obtain necessary signatures; Assist PM in obtaining new vendors/subcontractor W9s
Organize and set up project meetings
Maintain electronic files (Q drive folders)
Prepare meeting notes and distribute
Prepare transmittals
Assist PM in the review of subcontractor invoices, review of the prebills, preparing progress reports, both financially and project related
Online delivery of large project files via Newforma system
Assistance with QMS items: project folder set-up and maintenance, preparation of Project Plans and Project Quality Plans
Communications with Project Team (Client, subconsultants, etc.) – Following up with Clients
Assist PM with project closure report and closure activities. Coordinate and archive closed projects and files according to procedure
Assist PMs as needed with creation of bid documents utilizing M&N & client templates, advertisement, distribution of Addenda and project documents to bidders, pre-bid meeting room set up & recording of bids
Receive and process construction RFIs and submittals, work with PM to collect input, edit and issue responses, update status log, and archive final documentation. Work with PM & IT to set up new projects in Newforma
Set up new projects in Newforma
Closeout Documentation and Archiving: Request, receive and file closeout documents from Contractors throughout the project to ensure submittal compliance; Organize and assemble project documents for turnover to the client at the end of the project; Prepare and assemble client specific final project closeout reports; Coordinate and archive closed projects and files according to procedure

Benefits

low-cost employee healthcare with our company-paid high-deductible medical, dental, and vision plans
Family coverage is available
Low-deductible plan available
Generous HSA match to help manage healthcare expenses
Wellness Program (with financial incentives)
monthly one-on-one sessions with nutritionists
access to a Healthwise Pharmacist
mindfulness apps like The Calm and BetterHelp
Free and confidential Employee Assistance Programs for counseling and support
Generous Paid time off (15 to 25 days based on experience level)
Paid Holidays (7)
a floating holiday
401(k) match to help you reach your financial goals
Excellent Life Insurance coverage, fully paid by the company
comprehensive Tuition Reimbursement Program
training opportunities
Leadership Development Program
formal Mentoring program
active YP (Young Professionals) group
Pet Insurance