Project Field Administrator

Swinerton•Los Angeles, CA

2d•Onsite

About The Position

The Project Field Administrator provides administrative support to the project management team and assists in the administration of the field office to ensure efficient and accurate project documentation. Key responsibilities include coordinating and supervising clerical/administrative staff, managing communications, maintaining project filing systems, distributing documents to subcontractors, and preparing various logs and reports using the CMiC system. The role also involves assisting with financial tasks such as compiling billings and lien releases, and preparing contract close-out documents. Swinerton, a 100% employee-owned construction company founded in 1888, emphasizes excellence, safety, and continuous growth, offering a collaborative environment and investing in employee development.

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