Project Administrator

The Christman Company•Newcastle, OK

3d•Onsite

About The Position

The Project Administrator will be responsible for creating, editing, and managing project documents, ensuring compliance with company templates and standards. This role involves organizing project files, managing communication, coordinating meetings and conferences, and maintaining administrative inventory. The administrator will also assist with project safety documentation and provide support to other project teams and administrative assistants as needed. This position requires strong organizational skills, proficiency in Microsoft Office, and the ability to manage multiple tasks effectively in a fast-paced environment.

Requirements

Bachelor’s Degree in Business Management or related field.
Minimum two (2) years’ experience in related job field OR Equivalent combination of the above education, training, and experience.
Highly organized, analytical, and ability to motivate and manage others.
Ability to make well-reasoned decisions in an environment of uncertainty and incomplete information.
Demonstrate proven knowledge and experience in working on and supporting project management to deliver business benefits.
Ability to successfully manage a wide network of relationships.
Accurately and clearly convey timely information and ideas, using a style and manner of presentation appropriate to the target audience.
Act on identified needs and expectations, and resolve issues and problems of stakeholders ensuring that actions and decisions address stakeholder’s needs and expectations.
The ability to collect and manage information relevant to an issue through a variety of methods like research, networking with others, observation, computer databases and sharing knowledge and information with others.
Proficient in Microsoft 365, with expertise in Microsoft Word, PowerPoint, Excel, and Outlook.
Applicants must be authorized to work for any employer in the U.S.
Successful completion of pre-employment screening, including but not limited to drug and background screening.

Nice To Haves

Administrative certification and professional credentials.
Previous construction administration experience.
Knowledge of Procore

Responsibilities

Create, edit, format, and update project documents from project team drafts and input.
Copy, collate, and bind project documents and reports following Christman templates and standards.
Arrange for outside reproduction services when necessary.
Draft business letters for review and approval by project team members.
Assist with agendas and distribution of meeting minutes.
Proofread final products to verify professional impact.
Compile and prepare EEO reports as required for government projects.
Create and maintain filing systems, manuals, project directory, and document tracking.
Maintain project bidders’ list, distribute construction documents, hold deposits, and retrieve information.
Draft subcontractors Supplement A and vendor agreements.
Receive and track project start-up and closeout documents. Create binders and electronic version for owners.
Distribute bulletins to trade contractors, collect quotes and provide information to Project Managers and/or Project Engineers electronically as required.
Post daily reports in Viewpoint if required and prepare for distribution.
Post RFIs and bulletin changes on drawings if required.
Assist with Subcontractor compliance.
Assist with submittal process.
Submit required reports.
Receive, review, and forward vendor invoices and payments.
Assist team members with specific needs as required on a project-by-project basis.
Post and maintain signage and required documents in project site office.
Coordinate check requests as needed for items such as building permits.
Receive, screen, and distribute incoming correspondence.
Coordinate mail exchange with local Christman project office.
Prepare and send outgoing mail and parcels.
Answer telephone calls and assist callers or route to appropriate team member.
Greet visitors and provide assistance or direct to appropriate team member.
Be a friendly face and voice to portray the image in which the company takes pride.
Coordinate visitor sign-in documentation.
Maintain trade contractor contact list for deliveries including notification of a delivery.
Coordinate site visits.
Schedule meetings.
Arrange conference rooms.
Order and set-up lunch when necessary.
Produce administrative supplies and equipment and safety supplies and equipment for the project site.
Control petty cash.
Arrange conference calls and schedule web collaboration meetings.
Have knowledge of project internet including rebooting system if required and/or necessary.
Submit meeting dates and topics to Corporate Office for superintendent bi-weekly and bi-monthly reports.
Assist with safety documentation for the project (record keeping).
Collect and maintain safety information as requested by project team.
Assist with safety orientation process.
Coordinate assistance to other projects as requested and/or needed if possible.
Be a resource for Project Administrative Assistants.
Provide assistance to Regional Administrative Assistants as needed.