Project Administrator

LeChase Construction; City of Syracuse (NY); On-site; USD 45,000 - 60,000; Full time

Job summary

LeChase Construction is seeking an organized Project Administrator to support SBU Leaders, Project Executives, Project Managers and Project Teams with day‑to‑day administrative duties related to customer jobs. Responsibilities include setting up/closing jobs, entitlements, commitments, billing, payables, financial analysis, tax, and legal matters within Viewpoint.

The role requires knowledge of construction processes, strong communication skills, and the ability to coordinate with owners,

Qualifications

• Associate degree in business, accounting, and/or administration strongly preferred.
• 2+ years of related experience or an equivalent combination of education and experience.
• Possess or ability to obtain a Notary License strongly preferred.
• Ability to utilize Microsoft Office Products, AIA, and Viewpoint software
• Possess business acumen and inquisitiveness.
• Ability to work with project teams, owners, and subcontractors in a personable and professional manner.
• Ability to manage and prioritize multiple tasks simultaneously under deadlines.
• Excellent written and oral communication skills.
• Willingness to take on new tasks as needed.

Responsibilities

• Knows and understands LeChase’s safety policies and procedures. Takes responsibility to correct unsafe actions or situations.
• Manage and maintain all record keeping and financial aspects of job. Set up job in Viewpoint including tax status, contract value, job phases, schedule of values, change orders, etc. Create owner billings, gather/review certified payrolls. Follow-up on outstanding receivables/client payments. Coordinate job close-out documents.
• Review Owner Contract. Determine LeChase’s bonds and insurance requirements. Order same. Review Owner Contract for subcontractor bond and insurance requirements. Track Subcontractor compliance. Determine if there is special language that must be included in subcontracts (i.e., Aff
• Knowledge and understanding of performance and labor bonds, material payment bonds, or Subcontractor Default Insurance (SDI). Review LeChase’s and subcontractor’s bonds for accuracy. Submit required subcontractor performance and payment bonds to our bonding agent to review for authenticity and accuracy.
• Knowledge and understanding of the various types of insurance coverage LeChase is required to submit for our projects. Understands our insurance requirements for subcontractors and tracks compliance.
• Issue and manage job commitments including subcontracts, purchase orders and change orders. Manage related compliance and resolve outstanding issues. Review executed subcontracts and purchase orders for modifications to terms and conditions. Prepare modification form for review and approval of modifications per Delegation Matrix. Prepare addendums to confirm what modifications are accepted. Review subcontractor requisitions and resolve discrepancies/errors.
• Identify and rectify items necessary to close out job. Perform various financial analyses and prepare various reports on an as needed basis.
• Knowledge and understanding of construction specifications and plans, blueprint reading, submittal processing and tracking, submittal review and preparation for architect/engineer approval. Project closeout as related to record submittals, as-builts and operating & maintenance manuals.
• Serve as liaison to owners, subcontractors, vendors, corporate office, and project teams. Perform expediting tasks.
• Manage job related liens, waivers and assist legal department with levies and other legal matters when necessary. Coordinate vendor, subcontract hold and releases as needed. Take lead in job specific audits as needed.
• Perform all other duties as assigned.

Skills

Written and verbal communication

Multitasking

Team collaboration

Microsoft Office Proficiency

Notary License (preferred)

Education

Associate degree in business or related field

Tools

Viewpoint

AIA standards

Excel/Word (MS Office)

Job description

Supports SBU Leader, Project Executives, Project Managers and Project Teams with day-to-day administrative duties relative to managing customer jobs including but not limited to job set-up/close-out, entitlement, commitments, compliance, billings, payables, financial analysis, tax, and legal matters. Responsible for reporting and proper processing of assigned jobs within Viewpoint (ERP system) throughout life of job.

RESPONSIBILITES

• Knows and understands LeChase’s safety policies and procedures.Takes responsibility to correct unsafe actions or situations.
• Manage and maintain all record keeping and financial aspects of job.Set up job in Viewpoint including tax status, contract value, job phases, schedule of values, change orders, etc. Create owner billings, gather/review certified payrolls. Follow-up on outstanding receivables/client payments. Coordinate job close-out documents.
• Review Owner Contract. Determine LeChase’s bonds and insurance requirements. Order same. Review Owner Contract for subcontractor bond and insurance requirements. Track Subcontractor compliance. Determine if there is special language that must be included in subcontracts (i.e., Aff
• Knowledge and understanding of performance and labor bonds, material payment bonds, or Subcontractor Default Insurance (SDI). Review LeChase’s and subcontractor’s bonds for accuracy. Submit required subcontractor performance and payment bonds to our bonding agent to review for authenticity and accuracy.
• Knowledge and understanding of the various types of insurance coverage LeChase is required to submit for our projects. Understands our insurance requirements for subcontractors and tracks compliance.
• Issue and manage job commitments including subcontracts, purchase orders and change orders. Manage related compliance and resolve outstanding issues.Review executed subcontracts and purchase orders for modifications to terms and conditions. Prepare modification form for review and approval of modifications per Delegation Matrix. Prepare addendums to confirm what modifications are accepted.Review subcontractor requisitions and resolve discrepancies/errors.
• Identify and rectify items necessary to close out job. Perform various financial analyses and prepare various reports on an as needed basis.
• Knowledge and understanding of construction specifications and plans, blueprint reading, submittal processing and tracking, submittal review and preparation for architect/engineer approval. Project closeout as related to record submittals, as-builts and operating & maintenance manuals.
• Serve as liaison to owners, subcontractors, vendors, corporate office, and project teams. Perform expediting tasks.
• Manage job related liens, waivers and assist legal department with levies and other legal matters when necessary. Coordinate vendor, subcontract hold and releases as needed. Take lead in job specific audits as needed.
• Perform all other duties as assigned.

QUALIFICATIONS

• Education/Experience:
• Associate degree in business, accounting, and/or administration strongly preferred.
• 2+ years of related experience or an equivalent combination of education and experience preferred.
• Possess or ability to obtain a Notary License strongly preferred.
• Ability to utilize Microsoft Office Products, AIA, and Viewpoint software
• Possess business acumen and inquisitiveness.
• Ability to work with project teams, owners, and subcontractors in a personable and professional manner.
• Ability to manage and prioritize multiple tasks simultaneously under deadlines.
• Excellent written and oral communication skills.
• Willingness to take on new tasks as needed.

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• This position may be based in an office environment or on project site(s) and is subject to change based on business needs.

About LeChase:

Established in 1944, LeChase prides itself on offering the capabilities of a large firm while maintaining the personalized service of a small firm. Today, the company ranks among the nation’s top contractors – providing general construction and construction management services in a wide range of industries and on projects of all sizes. With a dedicated team of professionals striving to deliver excellence, the firm has earned a reputation for quality, safety and integrity. In addition to serving customers from its operations across the East Coast, LeChase can provide resources to meet the unique needs of clients no matter where they are located.

EEO Statement:

LeChase is an Equal Opportunity Employer and prohibits discrimination of any kind during the hiring process, including but not limited to discrimination on the basis of race, color, sex, disability, protected Veteran status, nationality, religion, age, pregnancy, sexual orientation, gender identity, genetic information, or any other non-merit-based factor.

A culture of empowerment.

A place to thrive.

Note to Recruiters, Placement Agencies, and Similar Organizations:

LeChase does not accept unsolicited resumes from agencies. Please do not forward unsolicited agency resume to our job alias, website or to any LeChase employee. LeChase will not pay fees to any third-party agency or firm and will not be responsible for any agency fees, associated with unsolicited resumes. Unsolicited resumes received will be considered property of LeChase and will be processed accordingly.