Project Administrator

Loureiro Engineering Associates-posted 9 months ago
Plainville, CT
Professional, Scientific, and Technical Services
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Loureiro Engineering Associates, Inc. is a leading engineering and construction company dedicated to delivering high-quality projects with a focus on excellence and innovation. We are currently seeking a diligent and detail-oriented individual to join our team as a Project Administrator.

  • Provide comprehensive support to the Loureiro Contractors Inc. (LCI) & Loureiro Building Construction management teams, assisting with various tasks and projects as needed.
  • Collaborate effectively with team members throughout all phases of projects, including bidding, award, implementation, and closeout.
  • Maintain accurate and up-to-date electronic filing systems and databases by gathering, entering, and updating relevant data.
  • Reconcile delivery tickets and credit card receipts from the field, ensuring accuracy and compliance with company policies.
  • Assist in the review and processing of invoices for payment to subcontractors and vendors, verifying pricing and quantities.
  • Set up customers and vendors in the company's financial system (Vista), obtaining necessary documentation such as W9s and Certificates of Insurance (COIs).
  • Verify employee hours to ensure accuracy, coordinating with Operations in advance.
  • Export payroll data from HeavyJob to the Payroll Manager for processing.
  • Submit certified payroll and handle related documentation as required.
  • Enter purchase orders and subcontracts into Vista, actively coordinating with vendors and subcontractors to obtain necessary documentation for compliance.
  • Process change orders for subcontractors and vendors, obtaining approval and ensuring accurate documentation.
  • Assist with Project Setup procedures before estimates are imported, ensuring completeness and accuracy.
  • Process CLA-12 forms for CTDOT projects and handle contractually required set-aside reporting, updating monthly.
  • Maintain knowledge of union contracts (LCI only) and ensure compliance as necessary.
  • Interface with Accounting and Office Services departments regarding payroll, invoices, customer and vendor alignment, purchase orders, credit applications, and credit cards.
  • Support the implementation and maintenance of new subcontractor management programs, actively participating in onboarding processes.
  • Assist with transmitting, tracking, and logging various project documents such as RFIs, POs, RFCs, PCOs, and submittals.
  • Attend weekly project team meetings to stay informed about project progress and requirements.
  • Perform weekly Equipment Module uploads in Vista and assist in maintaining the accuracy of the equipment database.
  • Bachelor's degree in business administration, Finance, Construction Management, or related field preferred.
  • 1-3 years' experience in construction management/coordination/administration.
  • Previous experience in project support, administrative assistance, or related roles within the construction industry is highly desirable.
  • Strong proficiency in Microsoft Office Suite and familiarity with financial software (e.g., Vista) preferred.
  • Excellent organizational skills and attention to detail.
  • Ability to communicate effectively and collaborate with team members across departments.
  • Knowledge of construction contracts, regulations, and compliance requirements is a plus.
  • Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.
  • Willingness to learn and adapt to new processes and technologies as needed.
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