Project Field Administrator

Swinerton•Los Angeles, CA

11d•$27 - $40

About The Position

Summary: To provide administrative support to project management team and to assist in administration of field office to achieve efficient and accurate project documentation. Job Description: POSITION RESPONSIBILITIES AND DUTIES: • Able to perform all essential Project Assistant/Coordinator responsibilities • May coordinate and/or supervise clerical/administrative staff • May answer phones – screen/handle routine items, direct calls as appropriate • Compose and/or edit letters, memos, reports, procedures, etc. as required • Act as liaison between supervisor and other departments, managers, or clients, including arranging meetings, communicating information, maintaining public relations • Attend and document project meetings (write minutes) • Set up and maintain project filing system • Distribute documents to subcontractors, maintain document logs • Update drawings and post changes • Prepare and maintain RFI logs on CMiC system • Transmit and distribute submittals • Prepare and maintain submittal logs • Prepare and maintain expediting log • Perform expediting functions • Input quantities in labor cost reports on CMiC • Cost code and/or verify correct codes on time sheets • Prepare and document extra work orders • Maintain reference log and associated documents on CMiC • Review and assemble change order submittals and quantity surveys • Maintain progress photo album • Assist in compiling billings, lien releases and certified payrolls, as applicable • Compile contract close-out documents and as-builts • Document punch-list work • Create Owners’ forms as required for reporting purposes • Coordinate paper flow from field to Division Office • Complete other responsibilities as assigned

Requirements

4-year business or technical degree plus minimum 3 years administrative experience, or equivalent combination of education and experience, including minimum of 3 years construction project administration
Ability to keyboard 65-75 WPM accurately
Advanced knowledge and use of word-processing and spreadsheet software
Proficient in use of general office procedures and office machines
Proficient English verbal communication skills, including professional telephone manner
Proficient written communication skills, including business writing skills
Reliability, dependability and flexibility

Responsibilities

Able to perform all essential Project Assistant/Coordinator responsibilities
May coordinate and/or supervise clerical/administrative staff
May answer phones – screen/handle routine items, direct calls as appropriate
Compose and/or edit letters, memos, reports, procedures, etc. as required
Act as liaison between supervisor and other departments, managers, or clients, including arranging meetings, communicating information, maintaining public relations
Attend and document project meetings (write minutes)
Set up and maintain project filing system
Distribute documents to subcontractors, maintain document logs
Update drawings and post changes
Prepare and maintain RFI logs on CMiC system
Transmit and distribute submittals
Prepare and maintain submittal logs
Prepare and maintain expediting log
Perform expediting functions
Input quantities in labor cost reports on CMiC
Cost code and/or verify correct codes on time sheets
Prepare and document extra work orders
Maintain reference log and associated documents on CMiC
Review and assemble change order submittals and quantity surveys
Maintain progress photo album
Assist in compiling billings, lien releases and certified payrolls, as applicable
Compile contract close-out documents and as-builts
Document punch-list work
Create Owners’ forms as required for reporting purposes
Coordinate paper flow from field to Division Office
Complete other responsibilities as assigned