Project Administrator

CARBO•Cisco, TX

22h•Onsite

About The Position

This position provides administrative and project support directly to the Chief Operating Officer and Controller and plays an important role in maintaining accurate project information within Spectrum construction management and accounting software. The ideal candidate will have experience in construction administration, project coordination, purchasing, estimating support, or a related field. Experience with Spectrum is highly preferred, but candidates with strong construction administrative experience and the ability to learn new systems will be considered.

Requirements

High school diploma or equivalent required.
2+ years of administrative, project coordination, construction, accounting, purchasing, or estimating support experience preferred.
Previous experience in civil construction, earthwork, heavy construction, mining, commercial construction, or a related industry strongly preferred.
Experience with Spectrum Construction Software highly preferred.
Experience with other construction ERP or project management systems will also be considered.
Strong Microsoft Excel, Outlook, and general computer skills.
Strong data-entry skills with a high level of accuracy and attention to detail.
Basic understanding of construction terminology and project documentation.
Familiarity with purchase orders, work orders, change orders, cost codes, job costing, and project estimates preferred.
Highly organized and detail-oriented.
Comfortable working with numbers and project financial information.
Able to manage multiple projects and priorities simultaneously.
Able to communicate effectively with executives, accounting personnel, project managers, field personnel, vendors, and customers.
Comfortable asking questions and following up when information is incomplete.
Able to recognize inconsistencies in project documentation and bring them to management attention.
Capable of learning Spectrum and Interstate Earthworks internal processes.
Dependable and able to handle confidential company and financial information appropriately.
Able to work independently while also functioning as part of the Operations and Accounting teams.
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift 15 pounds at times.
Positions self to install equipment, including under desks.
Moves throughout the building to access files.
Must be able to comprehend and follow written and oral instructions.
Must be able to complete tasks even with frequent interruptions.
Must be able to use discretion and independent judgment as needed.
Must be able to speak clearly on the phone and to fellow workers.

Nice To Haves

associate or bachelor degree in Business, Construction Management, Accounting, or a related field preferred.
Experience with Spectrum is highly preferred.

Responsibilities

Enter and maintain project information within Spectrum accurately and timely.
Create, enter, update, and track Purchase Orders (POs).
Assist with the creation and maintenance of Work Orders.
Enter, track, and maintain Change Orders and related project documentation.
Maintain accurate job and project information within Spectrum.
Review information for completeness and accuracy before entering transactions.
Maintain organized electronic project records and supporting documentation.
Work with Operations and Accounting to resolve missing, incomplete, or inconsistent project information.
Provide administrative support for project estimating and bidding activities.
Assist with entering and maintaining estimates within company systems.
Organize bid documents, project specifications, subcontractor/vendor information, and supporting documentation.
Assist with gathering pricing and other information required by the estimating and operations teams.
Maintain organized electronic records for estimates, proposals, and awarded projects.
Assist with transitioning awarded projects from estimating into active project setup.
Prepare and maintain purchase orders based on information provided by Operations.
Assist with verifying appropriate job, phase, cost code, vendor, and other required information.
Track open purchase orders and assist with resolving discrepancies.
Coordinate with Accounting, Operations, Project Managers, vendors, and other personnel as needed.
Assist Operations with preparing and documenting project change orders.
Enter approved change orders into Spectrum.
Maintain supporting documentation for customer and subcontractor/vendor change orders.
Track pending and approved change orders.
Help ensure project records accurately reflect approved changes to contract values and project scope.
Work closely with the Controller to help maintain accurate project financial information.
Assist with ensuring transactions are assigned to the appropriate job, phase, cost code, and general ledger account when applicable.
Help research project cost discrepancies and missing documentation.
Assist with maintaining consistency between operational project records and accounting records.
Support month-end project review and reconciliation activities as requested.