Project Administrator

MATT Construction • Santa Fe Springs, CA

3d

About The Position

The Project Administrator performs a wide variety of administrative and clerical duties, some of which are confidential. The role directly supports the Manager, Operations Administration/Project Administration Manager, as well as Project Managers, Project Engineers, and Superintendents assigned to each project. The position provides administrative support at MATT’s Downtown Los Angeles satellite office and at project site field offices, and offers backup support for the Office Manager and Executive Assistant.

The Project Administrator maintains contract and correspondence files, performs document control, and provides miscellaneous project support such as mailing, scanning, and tracking. The role prepares and distributes monthly Project Review Reports using monthly project Cost Forecast Reports and the Controller’s monthly Backlog Report, and prepares and distributes project meeting minutes.

The position prepares, proofreads, processes, and distributes Subcontract, Purchase Order, and Professional Service Agreement documents and other correspondence. It also prepares change orders for subcontracts, purchase orders, professional service agreements, and owner contracts; provides unsigned contract and change-order copies to project teams or job Superintendents; and uploads scanned approved or executed project documents into CMiC Project Management.

Requirements

• Previous experience as a Project Administrator is desired.
• AA or BA degree, or equivalent employment experience.
• PC computer software skills, including word processing, spreadsheets, and PowerPoint.
• Ability to communicate effectively both verbally and in writing.
• Reliable transportation.
• Willingness to move between job sites and the corporate office in the Los Angeles Metro area.

Nice To Haves

• Experience or knowledge of the CMiC Project Management System.
• Experience or knowledge of the Procore Project Management System.
• Experience or knowledge of the DocuSign Electronic Signature System.
• Experience or knowledge of myCOI insurance software.

Responsibilities

• Maintain contract and correspondence files, including filing.
• Provide miscellaneous project support, including mailing, scanning, and tracking.
• Perform all aspects of document control.
• Provide backup and ongoing support for the Office Manager and Executive Assistant.
• Prepare and distribute the Monthly Project Review Report to the CFO, Senior Vice President of Operations, and Controller using monthly project Cost Forecast Reports and the Controller’s monthly Backlog Report.
• Provide administrative coverage at MATT’s satellite office in Downtown Los Angeles.
• Provide daily administrative support at the job site field office.
• Prepare, proofread, process, and distribute Subcontract, Purchase Order, and Professional Service Agreement documents and miscellaneous correspondence as requested.
• Prepare change orders for Subcontracts, Purchase Orders, Professional Service Agreements, and Owner Contracts.
• Provide unsigned copies of Subcontracts, Professional Service Agreements, Purchase Orders, and Change Orders to the jobsite for the project team and/or job Superintendent.
• Upload scanned copies of approved or executed Subcontracts, Professional Service Agreements, Purchase Orders, related Change Orders, insurance certificates, bonds, and other documents into CMiC Project Management.
• Prepare and distribute project meeting minutes.

What This Job Offers

• Job Type: Full-time
• Education Level: Associate degree