Project Administrator

McCarthy Building Companies, Inc.; Austin (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

McCarthy Building Companies, Inc. in Austin, TX seeks a Project Administrator to support job sites with office operations, accounting tasks, and reporting to keep projects running smoothly.

Report to the Project Manager and collaborate with field teams in a fast-paced environment. Responsibilities include maintaining project files, processing payroll and vendor billings, managing cost reports, and generating manpower and progress reports for owners.

Qualifications

• Must have a minimum of years clerical/administrative experience preferably in the construction industry.
• Excellent computer skills with proficiency in MS Office (Word, Excel, PowerPoint).
• Ability to work in a fast-paced office environment and meet deadlines.
• Experience with Oracle a plus.

Responsibilities

• Assist Staff in project closeout responsibilities, including archiving of files.
• Maintain filing system, project directory, and indexes; support mail distribution.
• Process weekly payroll and monthly billings; assist with cost reporting.
• Produce manpower summaries and assist with progress reports to the Owner.

Skills

MS Office

Excel

PowerPoint

Tools

Oracle

Job description

McCarthy Building Companies, Inc. is America's premier, 100% employee-owned commercial construction company. With offices nationwide, we specialize in a wide range of project types that are as diverse and wide-ranging as the communities in which we build. Our innovative teams collaborate with clients and industry partners throughout the project life cycle, starting in the earliest stages of design, throughout construction and beyond project completion. McCarthy’s reputation for tackling the toughest building challenges starts with our focus on developing high-performing individuals and teams. We do this through our award-winning training programs, a best-in-class Total Rewards benefits program, and a focus on equipping diverse teams of employee owners through a connected and inclusive culture aligned with our core values of: Genuine. We, Not I. All In.

How do McCarthy partners define our culture?

• We Live Our Core Values: We do whatever it takes to deliver on our promises with honesty and integrity.
• We are Employee Owned: We are personally invested in building the things people need in our communities.
• We Feel Like a Family: We value genuine connections and help each other succeed in an inclusive environment.
• We are Builders: We respect the work we do and everyone who helps make it happen safely.

Position Summary

McCarthy is seeking a Project Administrator to join our team and help support jobsites in the Austin area. The Project Administrator reports to the Project Manager and is responsible for office support, accounting administration, and reporting necessary to keep projects running smoothly. Will work in conjunction with Project teams in a very fast-paced environment.

Key Responsibilities

Office Support

• Assist Staff in project closeout responsibilities, including archiving of files.
• Become familiar with and utilize Field and Job Cost Procedures.
• Keep Project Directory, Master File Index, and Subcontractor Index updated and current.
• Maintain filing system (Job site requirements and distribution of Division Office copies).
• Maintain office supplies/equipment, ordering and scheduling maintenance as necessary.
• Open and distribute all incoming mail to Project Staff and respective Division Offices and package/distribute outgoing mail.
• Answer/direct incoming calls and take messages as necessary.

Accounting Administration

• Assist Project staff with accounting and maintenance of cost reports.
• Set up vendor accounts for the Field Office as required.
• Process (or assist in processing) weekly payroll.
• Assemble Monthly Pay Requests to Owner.
• Process monthly billings from Subcontractors.
• Assist Project staff with maintaining Project Management Database.

Reporting

• Produce manpower summary reports (from daily logs furnished by Superintendent).
• Assist staff in assembling Progress Reports to the Owner.
• Process new hire trade employees according to Policies and Procedure manual.
• Track and maintain subcontractor and supplier records / requirements.
• Assist staff in maintaining the Project Management Database.

Qualifications

• Must have a minimum of years clerical/administrative experience preferably in the construction industry.
• Must have excellent computer skills and be able to demonstrate proficiency with MS Office products (Word, Excel, PowerPoint, etc.)
• Must be able to work in a fast-paced office environment, able to multi task, meet critical deadlines with eye for accuracy and attention to details.
• Ability to work with all levels of project staff and organization.
• Experience with Oracle a plus.

McCarthy is proud to be an equal opportunity employer, including disability and protected veteran status.

NOTICE TO EXTERNAL SEARCH FIRMS: McCarthy’s Talent Acquisition Team is the only authorized representative permitted to engage with external search firms, staffing agencies, or other third-party recruiting partners. McCarthy maintains an Approved Agency List for recruiting partners, which is reviewed and updated annually. McCarthy will only consider submissions from agencies with a signed fee agreement in place for the current year. McCarthy does not accept unsolicited resumes, candidate submissions, or referrals from agencies that do not meet these requirements. If a candidate is submitted without an active agreement, McCarthy will have no obligation to pay any fees and reserves the right to contact, engage, interview, or hire such candidate(s) without any financial or other responsibility to the submitting agency. Unsolicited resumes, including those sent directly to hiring managers or other employees, will be considered the property of McCarthy.