PM Administrator

WILMOT MODULAR STRUCTURES, INC.; White Marsh (MD); On-site; USD 4,408,000 - 4,684,000; Full time

Job summary

Wilmot Modular Structures Inc. in White Marsh, MD seeks an Administrative Contracts Specialist to support construction services by preparing subcontracts, purchase orders, change orders, RFIs, product and data submittals, bid documents, and related materials.

You will assist the Project Management Administrative Supervisor. Responsibilities include preparing safety documentation, tracking permits, updating O&M manuals, coordinating with the factory on offline dates, monitoring production

Qualifications

• Associates degree in Business Management, Business Administration, Construction Management or 5 years of construction-related admin experience.
• Minimum 3 years of contract and project management experience in leasing, logistics, or construction.
• Salesforce or other CRM proficiency required.
• Procore proficiency a plus.
• MS Office (Excel/Word/Outlook) proficiency essential.
• Excellent written and verbal communication with multiple stakeholders.

Responsibilities

• Prepare and submit safety and security documentation for site access on projects.
• Track permits with Project Engineer and coordinate responses.
• Update and maintain O&M manuals.
• Coordinate with the factory to schedule offline dates for sales and lease projects.
• Monitor factory production schedules and perform on-site quality checks 2–3 times per month.
• Submit product and data submittals as required.
• Coordinate debrief meetings and prepare minutes.
• Maintain AHA safety documentation and site-specific updates.
• Update customer portal information for site requirements.
• Maintain Salesforce records for PM site visits and cases.
• Assist with AIA forms, lien releases, and progress billings.
• Onboard new subcontractors, collecting insurance certificates and W-9s.
• Ensure compliance with all policies and procedures.

Skills

Communication skills

Attention to detail

Team collaboration

Education

Associate degree

Tools

Salesforce

Procore

MS Office

Job description

Job DetailsJob Location: Wilmot Modular Structures Inc White Marsh - White Marsh, MD 21162Position Type: Full TimeEducation Level: 2 Year DegreeSalary Range: $32.00 - $34.00 HourlyTravel Percentage: NoneJob Shift: DayJob Category: Admin - Clerical*

Job Summary

Collaborate with and provide support to all Construction Services personnel in the preparation of subcontracts, purchase orders, change orders, and related documentation, including RFIs, product and data submittals, bid documents, and other construction-related materials. Additionally, perform other duties as assigned by the Project Management Administrative Supervisor.

Job Responsibilities

• Prepare and submit safety and security documentation for site access on projects.
• Track permits with Project Engineer; collect comments and send responses as needed.
• Update and maintain Operations & Maintenance (O&M) manuals.
• Coordinate with the factory to confirm and schedule offline dates for all sales and lease projects.
• Monitor factory production schedules and conduct on-site quality control checks two to three times per month.
• Collect and submit product and data submittals as required.
• Coordinate project debrief and update meetings, including preparation of meeting minutes.
• Maintain and update Activity Hazard Analysis (AHA) safety documentation, both general and site-specific.
• Update Customer’s portal information as needed for site requirements.
• Maintain and update Salesforce records as required (e.g., PM site visit and cases).
• Assist the Contract Administrator with AIA's, lien releases, progress billings.
• Manage onboarding for new subcontractors, including collection of insurance certificates, W-9s, and related documentation.
• Maintain compliance in accordance with all policies and procedures.
• Additional duties as required.

Qualifications

• Associates degree in Business Management, Business Administration, Construction Management or (5) years of construction-related experience in an administrative role.
• Minimum 3 years of demonstrated successful contract management and project management experience within leasing business, logistics or construction industry.
• Proficiency in Salesforce or other CRM required.
• Proficiency in Procore is a plus.
• Proficiency with MS Office/Excel/Word/Outlook.
• Excellent communication skills to interact with employees, senior leadership, customers, and stakeholders in person, virtually, and by phone.