CIP ADMINISTRATOR

St Pete Beach, City of (FL); Saint Pete Beach (FL); On-site; USD 42,000 - 66,000; Full time

Job summary

The City of St. Pete Beach is seeking an Administrative and Project Coordination professional to support the capital improvement program under the City Engineer.

You will manage records, coordinate contracts and invoices, and ensure timely communication across City departments and external partners. Responsibilities include tracking deliverables, monitoring deadlines, and maintaining organized project documentation across planning through closeout.

Qualifications

• Associates degree required in a relevant field; additional education considered.
• Two years of progressively responsible administrative or project coordination experience in public works, engineering, utilities, or CIP environments.

Responsibilities

• Maintain project records and tracking systems throughout the lifecycle.
• Coordinate contracts, meetings, invoices, grants, and project correspondence.
• Monitor deliverables, deadlines, approvals, and action items with consultants, contractors, and City departments.
• Log and track closeout materials, warranties, and asset information.
• Assist with grant applications, reporting, and compliance documentation.

Skills

Project coordination

Documentation control

Procurement coordination

Budget tracking

Communication

Public works familiarity

Education

Associate’s degree (Construction Management / Business / Public Administration / Engineering Tech)

2 years administrative/project coordination in public works/engineering

Tools

Microsoft Word

Excel

PowerPoint

Job description

Performs responsible administrative and project coordination work in support of the City’s capital improvement program under the supervision of the City Engineer. This role supports capital projects throughout the full project lifecycle, including planning, procurement, design, bidding, construction, and closeout. Responsibilities include maintaining project records and tracking systems; coordinating contracts, meetings, invoices, grants, and project correspondence; monitoring deliverables, deadlines, approvals, and action items; and following up with consultants, contractors, project managers, City departments, and outside agencies. The position promotes consistent documentation, timely communication, and organized project delivery while technical review, decision‑making, negotiation, and authorization remain with designated engineering and project management personnel.

TECHNICAL SKILLS

• Maintains:
  • Project documentation, including contracts, task orders, plans, specifications, estimates, permits, correspondence, invoices, pay applications, RFIs, submittals, change orders, schedules, testing records, and closeout materials.
  • Records of project budgets, expenditures, encumbrances, contract balances, change orders, contingencies, grant funding, and reimbursements.
• Reviews:
  • Procurement, contract, invoice, and project documentation for administrative completeness, required supporting information, consistency, and proper routing.
  • Consultant invoices and contractor pay applications for required supporting documentation.
• Administers:
  • The document‑control process throughout design and construction, including design scopes, plans, specifications, estimates, design submittals, RFIs, shop drawings, and other project deliverables. Responsibilities include logging, routing, monitoring review periods, maintaining response records, and following up on overdue items. Technical review remains with appropriate engineering or project management personnel.
• Coordinates:
  • Follow‑up with consultants, contractors, project managers, and other City staff to track project needs, required files, outstanding deliverables, approvals, documentation, and action items throughout the project lifecycle.
  • Administrative processing and approval tracking for consultant invoices and contractor pay applications.
  • Change‑order and work‑change‑directive documentation, logs, supporting records, and approvals. Technical evaluation, negotiation, and authorization remain with designated project personnel.
  • Collection and filing of inspection reports, material testing results, certifications, permits, contractor documentation, and records required by contracts or funding agencies.
  • Project closeout documentation, including punch‑list records, completion documentation, final pay applications, warranties, operation and maintenance manuals, record drawings, releases, asset information, and turnover of records.
• Assists with:
  • Grant applications, grant agreements, reimbursement requests, reporting, extensions, compliance documentation, and grant closeout activities.
  • Periodic project and grant financial reporting.

MANAGEMENT SKILLS

• Establishes and maintains:
  • Procedures for organizing and managing capital project files and records throughout procurement, design, construction, and closeout.
  • Tracking systems for project schedules, milestones, consultant deliverables, procurement activities, contracts, invoices, pay applications, RFIs, submittals, change orders, and closeout requirements.
• Conducts:
  • Periodic reviews of project and grant files to identify missing, incomplete, or overdue documentation.
  • Follow‑up with responsible project personnel regarding outstanding documentation, deliverables, and required actions.
• Assists with:
  • Commission agenda items.
  • CIP status reports and project dashboards.

Education and Experience

• Associate’s degree from an accredited college or university in Construction Management, Business Administration, Public Administration, Engineering Technology, or a related field.
• Two years of progressively responsible administrative or project coordination experience in a public works, engineering, construction, utilities, or capital improvement program environment.
• An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.

SPECIAL REQUIREMENTS

Emergency Response Status: As a condition of employment, City of St. Pete Beach employees may be required to work as directed during an undeclared and/or a declared emergency. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the official job description.

Knowledge, Skills and Abilities

• Thorough knowledge and skill in the implementation and operation of data and word processing systems, as well as the care of the equipment.
• Proficient in Microsoft Word, Excel, and PowerPoint software.
• Familiarity with modern office practices and procedures, business English, and spelling.
• Understanding of city government operations and financial/budgeting procedures.
• Strong professional skills as a telephone operator/dispatcher to effectively answer and assist citizens, tourists, and community leaders with complaints and general information for community relations.
• Ability to manage stress and prioritize tasks as necessitated by the workload.
• Ability to establish and maintain effective working relationships with officials, department directors, contractors, associates, and the general public.

Physical Requirements and Working Conditions

• This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects.
• Work requires various physical activities, including crouching, reaching, walking, pushing, fingering, grasping, and repetitive motions.
• Vocal communication is necessary for expressing or exchanging ideas through spoken words, and hearing is required to perceive information at normal spoken word levels.
• The worker is not subject to adverse environmental conditions.