Project Administrator

Suffolk; Millbrook; On-site; CAD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking a Project Administrator to join their dynamic team. In this role, you will provide essential administrative support to project teams, ensuring that all project documentation is meticulously maintained and organized. You will thrive in a fast-paced environment, managing various tasks with precision and professionalism. This opportunity promises growth and the chance to work alongside innovative professionals dedicated to excellence in construction management. If you are detail-oriented, proactive, and ready to embrace a fulfilling career, this position could be the perfect fit for you.

Qualifications

• Proficient in administrative functions and office software.
• Excellent written and verbal communication skills are essential.
• Ability to manage tasks with minimal supervision.

Responsibilities

• Provide administrative support to project teams and management.
• Maintain project documentation and assist with closeout coordination.
• Order supplies and manage project mail and faxes.

Skills

Administrative Functions

Microsoft Word

Microsoft Excel

Microsoft Outlook

Communication Skills

Time Management

Teamwork

Detail-oriented

Education

4-year College Degree

Equivalent Work Experience

Tools

Procore

Job description

Overview

About Suffolk

Suffolk is a national enterprise that builds, innovates and invests. Suffolk is an end-to-end business that provides value throughout the entire project lifecycle by leveraging its core construction management services with vertical service lines that include real estate capital investment, design, self-perform construction services, technology start-up investment (Suffolk Technologies) and innovation research/development.

Suffolk – America’s Contractor – is a national company with more than $5.0 billion in annual revenue, 2,600 employees, and main offices in Boston (headquarters), New York City, Miami, West Palm Beach, Tampa, Estero, Dallas, Los Angeles, San Francisco, and San Diego. Suffolk manages some of the most complex, sophisticated projects in the country, serving clients in every major industry sector, including healthcare, life sciences, education, gaming, transportation/aviation, government, mission critical and commercial. Suffolk is privately held and is led by founder, chairman and CEO John Fish. Suffolk is ranked #8 on ENR’s list of “Top CM-at-Risk Contractors.” For more information, visit www.suffolk.com and follow Suffolk on Facebook, Twitter, LinkedIn, YouTube, and Instagram.

The Role

Suffolk is seeking people who are bold, curious, innovative, and caring. Looking for the career opportunity of a lifetime? We’ll challenge and inspire you to be your very best. We’ll embrace what makes you unique and lift you up as you take chances. Here, you’ll find a place where you can act with purpose and integrity, bringing intelligence and grit to every aspect of your job. Join us for the chance to leverage your inherent curiosity and proven capabilities to catapult you to the next level.

The Project Administrator provides administrative support on a daily basis to the project team and others as directed by management.

Responsibilities

• Performs administrative functions and provides administrative support to project team and/or executive group in field or office as designated by management.
• Type, fax, copy, transcribe and distribute project documents and correspondence such as the subcontract base, subcontracts, purchase orders, and various letters, and create and maintain paper and electronic project files according to Suffolk guidelines.
• Maintain and track project information in Procore as required.
• Follow up with subcontractors regarding project paperwork as needed.
• Assist project team with closeout coordination and preparation of O & M Manuals.
• Work with project team and manager(s) as directed to achieve departmental objectives.
• Sort, distribute and follow up with project mail and faxes; prepare outgoing packages and mail to meet daily deadlines.
• Order supplies for project team/office.
• Maintain personal, office, and jobsite space (if applicable) in a neat and organized manner.
• Set up project binders and order project drawings from local printing resources.
• Assist in the preparation and distribution of project punchlists.
• Archive all project documentation according to Suffolk guidelines.
• Participate in project and/or team meetings as needed.
• Assist with daily planning of managers’ schedules, meetings, and possibly travel (through corporate agency), if assigned.

Qualifications

• Proficient in basic administrative functions and skilled in the use of office equipment and computer software including Microsoft Word, Excel, and Outlook.
• Ability to manage and prioritize tasks/projects with little supervision.
• Excellent written and verbal communication skills.
• 4-year college degree or equivalent work experience desired.
• Construction background preferred, but not necessary.
• Professional appearance and manner.
• Typing speed minimum of 45-50 wpm.
• Positive attitude.
• Ability to work independently and as part of a team.
• Respect for confidential information; good judgment.
• Flexible, detail-oriented.
• Ability to work in a fast-paced environment and prioritize effectively.
• Dedicated and hard-working.
• Takes initiative within area of responsibility.
• The ability to manage and embrace change. Respond and adapt to new processes and new ways of looking at old problems.
• Candidate must possess Suffolk’s Core Values: Passion, Integrity, Hard Work, Professionalism, and Caring.

Working Conditions

While performing the duties of this job, the employee is regularly required to sit for long periods of time; talk or hear; perform fine motor, hand and finger skills in the use of a keyboard, telephone, or writing. The employee is frequently required to stand; walk; and reach with arms and/or hands. Specific vision abilities include close vision, distance vision, depth perception and the ability to adjust focus. The employee will spend their time in an office environment with a quiet to moderate noise level. Job site walking.

EEO Statement

Suffolk provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, pregnancy or maternity, national origin, citizenship, genetic information, disability, protected veteran, gender identity, age or any other status protected by law. This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment. Suffolk will not tolerate any unlawful discrimination toward, or harassment of, applicants or employees by anyone at Suffolk, or anyone working on behalf of Suffolk.