Project Administrator

Dellbrook | JKS; Falmouth (MA); On-site; USD 40,000 - 55,000; Full time

Job summary

A construction firm located in Falmouth, Massachusetts, is seeking an Administrative Support Associate to assist project teams. Responsibilities include setting up project files, ensuring compliance with documentation, and coordinating various project activities. The ideal candidate possesses strong communication skills and a dependable work ethic. This is a full-time position offering opportunities for personal growth and teamwork.

Qualifications

• Possess honesty, integrity and family values.
• Must be able to set and achieve goals.
• Communication is clear and professional.

Responsibilities

• Set up electronic project file on server.
• Assist all project team members with administrative support.
• Ensure contracts and insurance are current.

Skills

Strong work ethic

Effective Communication

Team Oriented

Dependable

Self-motivated

Job description

Provides administrative support to project teams and coordinates team activities to ensure cost, schedule, document control and quality standards are met.

Responsibilities

• Assists all project team members with administrative support.
• Follows Company Standard Operating Procedures.

Project Start Up

• Sets up electronic project file on server
• Coordinate trailer and field office set up (i.e., furniture, phone, etc.)
• Orders temp toilets and dumpsters
• Obtains from Risk Management and provides to the Superintendent the project / site safety procedures notifications, signage, supplies and equipment.

Ongoing Projects

• Code all electronic documents for job site and office filing. Maintain all contract documents on the server.
• Works with PM to assemble and distribute the Owner Contract.
• Works with PM to create template for Subcontractor Contract.
• Uploads drawings and specifications to Procore and print logs to be used for Subcontractor Contract.
• Work to ensure contracts, insurance, and bonds are current and received before subcontractor performs any work on site. Work with APM to follow up on collection of all missing documents and escalate any issues to the PM/PX.
• Review project reporting for compliance (i.e., certified payroll, Section3, MBE/WBE and BRJP).
• Assist APM with project logs as needed (RFI, Submittal, ASI, SK, and Drawing Logs) on a weekly basis. Distribute to project team on a weekly basis for Owner and Subcontractor meetings.
• Assist PM as needed to prepare and distribute meeting minutes and short interval schedule well in advance of next meeting. Review with PM prior to distribution.
• Review daily reports, weekly project pictures and safety documentation for completeness. Update Superintendent Tracking Checklist weekly.
• Work with PM/APM to assemble signed COR into Owner Change Order and distribute.
• Create and distribute all ICO CORs.
• Create and distribute all Subcontractor change orders.
• Assist other teams if necessary.

Project Closeout

• Assist the project team in preparing and distributing all punch lists.
• Assemble the closeout matrix and review with the PM. Monitor progress of the collection of documents and address non-compliant subcontractors directly. Escalate to APM/PM/PX when necessary.

Necessary Attributes

• Core Values – Possess honesty, integrity and family values
• Strong work ethic– Must be able to set and achieve goals
• Dependable – Must consistently follow through on assignments and tasks
• Positive attitude – Creates a good environment for co-workers
• Self-motivated– Is constantly seeking new opportunities to learn, grow and lead
• Team Oriented – Makes the most out of collaboration
• Effective Communicator – Communication is clear and professional
• Flexible – Can adapt to changing situations in a positive manner

Seniority level

• Associate

Employment type

• Full-time

Job function

• Management

Industries

• Construction