Project Administrator

NOVO Construction, Inc.; Austin (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

NOVO Construction, Inc. seeks a Project Administrator for its Austin office to support multiple project managers, engineers and superintendents.

You will handle data entry, filing, spreadsheets, and database maintenance, ensuring accuracy and confidentiality. Responsibilities include managing subcontractor insurance certificates, project close-out binders, calendar management, Invitations to Bidders, drawings, and project documentation.

Qualifications

• College degree or 2+ years construction coordination/administrative experience.
• Excellent computer skills; MS Outlook, Word, and Excel.
• Strong verbal communication and problem-solving abilities.
• Proactive time management and heavy organizational skills.
• Professional demeanor and ability to work under pressure.

Responsibilities

• Retrieve and audit subcontractor insurance certificates.
• Prepare project close-out binders and submission to clients.
• Manage calendars and scheduling; coordinate meetings.
• Prepare and send Invitations to Bidders.
• Order and distribute drawings and office supplies.
• Assist project managers and superintendents.
• Set up and maintain project documentation.
• Maintain lien logs; assist accounting with waivers.
• Ensure confidentiality of sensitive information.
• Provide accurate project documentation folders before start.

Skills

MS Outlook

MS Word

Excel

Communication

Attention to detail

Time management

Problem solving

Professional demeanor

Data entry

Documentation

Confidentiality

Education

College degree or equivalent experience

Tools

MS Office Suite

Job description

NOVO Construction, Inc., a Menlo Park based General Contractor is seeking a professional individual with excellent interpersonal, organizational, and communication skills to work as a Project Administrator for our Austin office.

The Project Administrator will provide administrative support to multiple project managers, engineers and superintendents. Responsibilities include data entry, filing, spreadsheet and database creation and maintenance, training, and other duties as assigned. The Project Administrator must possess excellent computer skills, experience dealing with construction contractors/ subcontractors and assisting in the successful and correct completion of construction projects. Maintain confidentiality of information, and communicate articulately with all levels of the organization.

DUTIES AND RESPONSIBILITIES

• Retrieve all subcontractor insurance certificates and audit that all requirements have been met. Monitor expirations of certificates and keep current. This for both NOVO project insurance certificates and subcontractor certificates on each project you are supporting.
• Collect and prepare project close-out binders. Responsible for all close-out filing and submission to clients.
• Manage email and calendars, scheduling meetings, resolving scheduling conflicts efficiently and with minimal disruption to participants.
• Prepare and send Invitations to Bidders.
• Order and distribute drawings.
• Ordering and obtaining office supplies.
• Aid the project managers, superintendents of your project teams.
• Set-up and maintain projects. Keep information current at all times.
• Manage the start-up and filing of all project documentation including contracts, change orders, approved submittals, RFI logs, meeting minutes and other necessary project documentation.
• Provide superintendents with appropriate job documentation folder before start of project.
• Issue subcontractor letter of intent and/or contracts.
• Issue subcontractors change orders.
• Collect all project specific subcontractor MSDS and IIPPs.
• Create and distribute accurate and comprehensive correspondence.
• Enter data and maintain spreadsheets.
• Assist project accountants with collecting conditionals and unconditional waivers. Also, help accounting in maintaining lien logs.
• Protect confidentiality of sensitive information.
• Demonstrate efficient productivity, strong attention to accuracy and detail.
• Work well under pressure and tight timelines.
• Adapt quickly to changing priorities and shifting timelines.
• Demonstrate superior customer service skills.
• Anticipate manager’s needs and taking initiative.
• Conduct self in a professional manner.

Education/Experience/Qualifications

• College Degree or 2+ years of construction coordination/ administrative experience
• Excellent computer skills; MS Outlook, advanced MS Word, Excel, (includes creating, editing, and maintaining various applications as well as creation and maintenance of spreadsheets in Microsoft Excel)
• Solid understanding of construction practices and procedures.
• Strong verbal communication skills
• Sharp problem solving skills
• Proactive/ Time management skills
• Heavy organizational skills
• Professional Demeanor