Project Administrator

Helix Electric•Cedar Rapids, IA

25d

About The Position

The Project Administrator provides day-to-day administrative support for multiple large-scale electrical construction projects simultaneously. The role supports project startup and close-out, contract and agreement review and execution, purchase order administration, invoice processing, insurance tracking, vendor and subcontractor coordination, reporting, and project document management.

Requirements

High school diploma or equivalent.
At least 3 years of experience in a similar role within the construction industry.
Detail-oriented, organized, and efficient, with the ability to complete tasks accurately and on time.
Ability to provide outstanding customer service to employees, vendors, and customers.
Ability to create spreadsheets, graphs, and charts.
Proficiency with Microsoft Excel, Word, and Outlook.

Nice To Haves

Knowledge of CMiC software.

Responsibilities

Assist with the review and execution of customer contracts, subcontract agreements, vendor master agreements, vendor single-project agreements, and service agreements.
Interpret and document contractual liabilities, legal terms, and risk allocation, and assess whether contract terms and conditions are clearly defined and acceptable.
Support project startup and close-out processes for each job.
Enter project personnel timecards into CMiC weekly.
Review vendor-initiated modifications to master purchase order and subcontract agreements, identify changes, and prepare draft responses to vendors.
Assist with reviewing modified single-project purchase order and subcontract agreements, as well as vendor ordering instructions, shipping policies, and company terms and conditions.
Issue and maintain purchase order agreements, ensuring agreements are fully executed and received.
Process package and subcontractor invoices, verify packing lists against invoices, and resolve billing discrepancies with the Project Manager and vendors or subcontractors.
Enforce and track insurance requirements.
Coordinate returns with project managers and vendors or subcontractors, and verify that credits are received for packages and subcontracts.
Run daily, weekly, and monthly reports and sort and process project documents.
Organize project paperwork and perform documentation and tracking, filing, scanning, and special administrative projects.