Project Office Administrator

DCR Services and Construction•Detroit, MI

44d

About The Position

Project Administrator for Construction Projects CONSTRUCTION OFFICE EXPERIENCE REQUIRED The ideal candidate will have strong organizational, customer service and communication skills, ability to work under pressure, and 2 or more years' experience administering contracts within the Federal construction industry preferred. A background as an Executive Assistant is a plus. Job Description: This position is primarily responsible for fulfilling support needs for assigned construction projects, including certified payroll, subcontractor AP/AR, contract administration, and clerical or administrative support Contract Administration Coordinates and submits prime contract, bonds, contract modifications and insurance to the Owner for execution within required timeline. Creates project profile in designated project management software. Creates hard-copy and electronic filing shells for the project. Provides startup and closeout assistance to the project team as needed Creates and maintains project specific contract, attachment, and letter templates. Processes (requests, tracks, verifies compliance and files hard-/electronic-copy) all subcontractor or sub consultants contracts, insurance and change orders. Maintains the current status and/or tracking data for all contracts, insurance and change orders and communicates this information to the project teams Certified Payroll Processes (requests, tracks, verifies compliance and files hard-/electronic-copy) certified payroll for assigned projects and communicates the status of each with the assigned project teams. Submits weekly Certified Payroll package to owner. Subcontractor Account Payable - Processes (verifies invoices from field for accuracy, prints checks, mails and files hard-/electronic-copy) all subcontractor, subconsultants. Collects and matches up all back-up docs for Sub/PO payments to ensure accuracy. Files preliminary notices and updates S/L compliance on a monthly basis by conducting the following: verifying listed suppliers & tier subs are current. Accounts Receivable - Processes (verifies SOV for accuracy, prints SOV, obtains required signatures, returns It to field, and files hard-/electronic-copy) client billings as directed by the Project Manager and communicates discrepancies with the project team. General and Administrative Support Provides general administrative assistance to Project Managers, Superintendents, Quality Control Managers, Field Administrators, Owners, Subcontractors, and Vendors/Suppliers as needed

Requirements

Knowledge of administrative and clerical procedures and systems and the organized tracking of all necessary systems and data, including word processing, managing files and records, designing forms, and other office procedures and terminology.
Knowledge of mathematics, economics and accounting principles to assist in processing government regulated certified payroll and other accounting duties.
Demonstrates excellent communications skills, including comprehension, listening, understanding, and presentation, both verbally and in writing.
Demonstrates critical thinking skills to facilitate solution implementation and monitoring.
Ability to operate Microsoft Office (Word, Excel, Outlook, etc.) and the Internet to assist in completing various clerical and administrative aspects of the position.
Ability to operate job -related software, including project management and accounting software (Viewpoint, WAWF, QCS, etc.) to facilitate accounting and other support needs.
Ability to operate office equipment (fax machine, copier, scanner, shredder, calculator, etc.) to assist in completing various clerical and administrative aspects of the position.
Demonstrates trustworthiness and integrity in all aspects of position.
Must have valid driver's license for three or more years with no more than one moving violation
Proof of automobile liability insurance when driving personal vehicle.

Nice To Haves

2 or more years' experience administering contracts within the Federal construction industry preferred.
A background as an Executive Assistant is a plus.

Responsibilities

Coordinates and submits prime contract, bonds, contract modifications and insurance to the Owner for execution within required timeline.
Creates project profile in designated project management software.
Creates hard-copy and electronic filing shells for the project.
Provides startup and closeout assistance to the project team as needed
Creates and maintains project specific contract, attachment, and letter templates.
Processes (requests, tracks, verifies compliance and files hard-/electronic-copy) all subcontractor or sub consultants contracts, insurance and change orders.
Maintains the current status and/or tracking data for all contracts, insurance and change orders and communicates this information to the project teams
Processes (requests, tracks, verifies compliance and files hard-/electronic-copy) certified payroll for assigned projects and communicates the status of each with the assigned project teams.
Submits weekly Certified Payroll package to owner.
Processes (verifies invoices from field for accuracy, prints checks, mails and files hard-/electronic-copy) all subcontractor, subconsultants.
Collects and matches up all back-up docs for Sub/PO payments to ensure accuracy.
Files preliminary notices and updates S/L compliance on a monthly basis by conducting the following: verifying listed suppliers & tier subs are current.
Processes (verifies SOV for accuracy, prints SOV, obtains required signatures, returns It to field, and files hard-/electronic-copy) client billings as directed by the Project Manager and communicates discrepancies with the project team.
Provides general administrative assistance to Project Managers, Superintendents, Quality Control Managers, Field Administrators, Owners, Subcontractors, and Vendors/Suppliers as needed