Project Administrator

Howard Building Corporation; Costa Mesa (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

Howard Building Corporation is seeking an experienced Project Administrator to support the Project Manager with management of construction documents and coordination among subcontractors, clients, field and office.

The role is non-exempt under FLSA and may involve overtime. Candidates should have a construction background, proficiency with MS Office, and familiarity with AIA documents or Procore are a plus. Strong organizational and communication skills are essential.

Qualifications

• At least three years experience as a Project Administrator, Project Coordinator or similar role.
• High school diploma or equivalent; Associate degree preferred.
• Ability to communicate both verbally and in writing professionally.
• Familiarity with plans and project specifications.
• Working knowledge of Microsoft Excel, Outlook, Word, Adobe, and similar office software.
• Procore or similar project management software experience preferred.
• Attention to detail, accurate and well organized.

Responsibilities

• Issue and track invitations to bid.
• Management and distribution of bid-related documents.
• Assist in preparation of proposals and bids.
• Prepare and distribute AIA and related owner contracts.
• Prepare and distribute job set-up documents.
• Prepare and distribute preliminary notices and related documents.
• Request and review subcontractor insurance and contractor's licenses.
• Issue and track subcontracts/subcontract change orders and purchase orders.
• Prepare and distribute meeting minutes.
• Prepare and track Owner Change Orders and update budget reports.
• Prepare and track owner billings.
• Review and process subcontractor billings.
• Filing of project documents such as lien releases.
• Project Closeout Manual creation and submission.

Skills

Professional communication

Attention to detail

Organizational skills

Microsoft Office proficiency

Education

High school diploma

Associate degree preferred

Tools

Procore

AIA documents familiarity

Job description

JOB DESCRIPTION

Assist Project Manager with a variety of tasks related to the management of construction related documents and coordination between subcontractors, clients, field and office.This is a non-exempt position as defined by the Fair Labor Standards Act and subject to overtime.

ROUTINE DUTIES & RESPONSIBILITIES

1. Issue and track invitations to bid.
2. Management and distribution of bid-related documents.
3. Assist in preparation of proposals and bids.
4. Prepare and distribute AIA and related owner contracts.
5. Prepare and distribute job set-up documents.
6. Prepare and distribute preliminary notices and related documents.
7. Request and review subcontractor insurance and contractor's licenses.
8. Issue and track subcontracts/subcontract change orders and purchase orders.
9. Prepare and distribute meeting minutes.
10. Prepare and track Owner Change Orders and update budget reports.
11. Prepare and track owner billings.
12. Review and process subcontractor billings.
13. Filing of project documents such as conditional and unconditional lien releases.
14. Project Closeout Manual creation and submission.

WORKING CONDITIONS & PHYSICAL DEMANDS

1. The Project Adminstrator may routinely sit or stand for long periods of time performing normal duties and/or interacting with coworkers and clients at meetings and events.
2. The Project Adminstrator may routinely lift and/or carry moderately heavy objects, and work on repetitive tasks in front of a computer screen, which may strain the eyes of certain individuals, cause chronic joint discomfort, and related issues. Care should be taken to avoid back injuries, eye strain, headaches, fatigue, carpal tunnel, and related syndromes.

MINIMUM QUALIFICATIONS AND/OR EQUIVALENTS

1. At least three (3) years experience as a Project Administrator, Project Coordinator or similar role. Construction background and familiarity with AIA documents preferred. Accounting, billing/ invoicing experience a plus.
2. A high school diploma or equivalent is required. An Associate's degree or some college credit in a related field is preferred.
3. Ability to communicate both verbally and in writing in a professional manner.
4. Good judgement and ability to follow instructions and procedures.
5. Familiarity with plans and project specifications.
6. Working knowledge of Microsoft Excel, Outlook, Word, Adobe, and similar office software.
7. Procore or similar project management software experience preferred.
8. Attentive to detail, accurate and well organized.

Privacy Statement

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We do not sell, trade or otherwise transfer your personally identifiable information to third parties except that some information may be processed or stored by third party service providers who are contractually obligated to only use such information for purposes of carrying out their contractual obligations in support of our business functions.

Equal Opportunity

Howard Building Corporation is an Equal Opportunity Employer. We recruit, hire, train, and promote individuals without regard to race, religion, color, national origin, ancestry, age, sex, gender, marital status, gender identity, gender expression, sexual orientation, medical condition genetic information, disability, military status or protected veteran status or any other consideration made unlawful by federal, state or local laws, including the CA Fair Chance Act. HBC is an Equal Opportunity Employer in compliance with the California Fair Chance Act, the Los Angeles Fair Chance in Hiring Initiative, and all other applicable law. HBC does not use artificial intelligence in any aspect of the hiring process.