Project Administrator

The Betlem Service Corporation•City of Rochester, NY

1d•Onsite

About The Position

We offer a broad spectrum of commercial and residential HVAC and facilities services, from rooftop to foundation and everything in between. In addition to HVAC repairs and maintenance, our portfolio of facilities services includes on-site personnel for building management operations and maintenance. EMCOR Services Betlem has been in the facilities management and mechanical contracting business for over 100 years, maintaining facilities, designing, building, and servicing HVAC, refrigeration, controls, ductwork, and piping systems for new construction, renovation, and retrofit projects.

Requirements

Ability to provide support to project managers, engineers, and account managers through the use of data, spreadsheets, databases, analytics, as well as documents and reports using Word, Excel, and other software programs.
Strong organizational skills with exceptional attention to detail.
Computer skills – ability to learn new programs and use company software systems.
Self-motivated.
Team player.
Great work ethic.
Ability to multi-task.
Ability to perform each essential duty satisfactorily.

Responsibilities

Provide support to project managers, engineers, and account managers through the use of data, spreadsheets, databases, analytics, as well as documents and reports using Word, Excel, and other software programs as need arises for administrative functions.
Develop and maintain list of subcontractors, vendors, and M/WBE contacts for our bidding.
Assist with the development and maintenance of project folders to ensure they are organized and accurate at all times.
Review job cost reports and assist with resolution to PO variances/issues.
Provide full administrative and overall management support by organizing and facilitating the flow of information via meeting minutes, email, reports, and verbal instructions as required.
Schedule and coordinate the preparation and distribution of materials, information, agendas and minutes for meetings.
Suggest methods of improvement to the engineers, project managers and account.
Ensure that all tasks assigned to you are organized, performed safely, and completed in a timely.
Research and obtain plans and specifications (Robex, Bidnet, etc).
Track bid dates and times for projects being bid (maintain a bid board).
Ensure subcontractors and vendors are aware of bid dates.
Assemble list of vendors and subcontractors to solicit bids from for projects we are.
Distribute information to vendors and subcontractors required for.
Follow-up with vendors and subcontractors to ensure they are bidding the.
Discover and solicit bids from M/WBE subcontractors as.
Assist with obtaining and distributing all material, equipment and subcontractor submittals to the project team for internal review and final submission to appropriate parties.
Keep record of all submittal reviews, revisions, and Ensure that proper submittals have been organized and filed in the appropriate project folders.
Obtain proper certificates of insurance from subcontractors and file.
Assist with the subcontractor contract creation and follow-up to ensure executed copies are filed.
Obtain required information (credit application, W-9’s, ) and have vendors/subcontractors set up in COINS properly.
Create purchase orders for projects as.
Create and organize project folders for all projects; scan, copy and transmit project related documents; set up project file system to track and follow up on outstanding items.
File all necessary paperwork in project folders required for proper.
Follow-up on equipment and parts we are waiting for and schedule work.
Organize, review and record change orders for each project and ensure proper documentation is maintained in the project folders.
Review awarded contracts for administration related requirements and follow-up on.
Perform related tasks required for start-up and commissioning documentation, maintenance contracts, warranties, and close out of projects in an organized, thorough, and timely.
Assist with O&M’s and punch list follow ups.
Assist with project closeout for the office and field; archive project related documents upon financial completion.