Project Administrator

Las Vegas Paving; Las Vegas (NV); On-site; USD 52,000 - 72,000; Full time

Job summary

Las Vegas Paving is seeking a Project Administrator to handle document control—submittals, RFIs, subcontracts, and related files—for ongoing projects in the Las Vegas area. This role supports Project Managers and Estimators, coordinating internal and external documents to meet deadlines.

You should have at least 1 year of administrative or construction document management experience, proficiency in MS Office and Adobe, and the ability to work under pressure in a fast-paced environment.

Qualifications

• A minimum of 1 year experience with office administration, administrative assistance, clerical work or construction document management.
• Experience with construction document management and project documentation control.
• Proficiency in Microsoft Office products and Adobe Professional.

Responsibilities

• Source, track and compile submittals, pre-construction requirements, close outs, RFIs and other project documents.
• Prepare bid package documentation including construction documents and scope of work.
• Coordinate DBE advertisements, solicitations and follow up.
• Solicit proposals and bids from subcontractors/prime contractors for each division.
• Set up and email subcontract agreements and change orders as required.
• Submit project documentation to project owners at local, county, state and federal levels.
• Maintain project contact lists and take meeting minutes when required.
• Order and stock office supplies and maintain a professional workspace.

Skills

Detail oriented

Strong communicator

Collaborative problem solving

Handle multiple tasks with deadlines

Works well under pressure

Education

High school diploma or GED

Associate’s degree preferred

Tools

Submittal Exchange

Masterworks

Oracle Primavera

e-Builder

Microsoft Office

Adobe Professional

Job description

The Project Administrator’s primary responsibility is document control, which includes submittals, RFI’s, subcontracts, and other project related documents. This position provides administrative support to coordinate the flow of departmental paperwork with internal and external customers, vendors, and trades to help ensure that all required documents are achieved in an efficient manner.

Essential Functions:

The following responsibilities are general guidelines and not intended to be an exhaustive list of the full scope of responsibilities of this position.

Duties and responsibilities are subject to change based on business needs and at managements’ discretion.

• Ability to understand, source, track and compile submittals, pre-construction requirements, close outs, requests for information, operations & maintenance manuals, and other project document requirements during the entire project lifecycle.
• Prepare bid package documentation (request for proposals, construction documents, scope of work).
• Initiate Disadvantage Business Enterprise (DBE) advertisements, solicitations and follow up.
• Call and then email subcontractors/prime contractors for the solicitation of proposals and bids for work in each division.
• Set up and email subcontract agreements and change orders as required.
• Prepare and submit project documentation (contracts, insurance, bonds, material information, etc.) to project owners at the local, county, state, and federal levels.
• Ensure project compliance outlined in project specifications.
• Set up and maintain project contact list and email groups as needed.
• File, organize and maintain accurate records by updating electronic files to monitor and record project documents.
• Assemble the project close out package; warranties, material information, project ‘as‐builts’, equipment information, contractor contacts, and maintenance agreements.
• Provide administrative assistance to Project Managers/Estimators and other departments as needed.
• Apply judgment and make decisions with respect to deliverables and timelines.
• Coordinate meetings for Project Leaders; take meeting minutes when required.
• Order and stock office supplies as needed.
• Maintain a clean and professional work area.

Who you are:

• You have experience, demonstrate knowledge and have an understanding of construction work and project document control.
• Not required, but experience withUnifier programs
• You are familiar with bidding processes, including but not limited to DBE requirements, surety bonds, insurance and bidding software.
• You have the ability to conceptualize the “big picture” from design/drawings, specifications, submittals, and other construction documents.
• You have the ability to work with clients and subcontractors to problem‐solve in a fast‐paced environment.
• You have solid numerical and analytical skills; ability to successfully ensure the accuracy of project documentation.
• You're a strong communicator, including excellent ability to identify and understand requirements of the project team and to participate in collaborative problem solving.
• You maintain a positive attitude and professional demeanor and appearance at all times and perform well under project constraints and deadlines.
• You're detail oriented, works well under pressure, capable of handling multiple tasks with simultaneous deadlines, and effectively completing projects in a timely and accurate manner.
• You maintain regular attendance and punctuality relative to daily work schedule is required.
• You're able to follow directions from multiple supervisors.

Experience

• A minimum of 1 years’ experience with office administration, administrative assistance, clerical work or construction document management.

Education

• High school diploma or GED is required
• Associate’s degree preferred

Software

• Experience with Submittal Exchange, Masterworks, Oracle Primavera, e-Builder or equivalent program.
• Proficiency in Microsoft Office products and Adobe Professional.

Position Type/Expected Hours of Work

Full time salary position, 40 hours per week Monday through Friday, 8 AM to 5 PM.

Physical Requirements

This is a sedentary office position which requires the ability to occasionally bend, stoop, reach, lift, move and carry office materials, equipment and supplies weighing 25 pounds or less. Position also requires the ability to work in outdoor elements, operate a motor vehicle, climb stairs and walk on uneven surfaces. Finger dexterity is required to operate a computer keyboard and calculator

EEO Statement

Las Vegas Paving is committed to an inclusive workplace. We are an equal opportunity employer dedicated to providing a workplace free from harassment and discrimination. The unique differences of our employees drive innovation, creativity and the success of our business. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, gender identity or expression, age, marital status, veteran status, disability status, pregnancy, parental status, genetic information, political affiliation, or any other status protected by the laws or regulations in the locations where we operate. Reasonable accommodations are available for applicants with disabilities.

Experience:

• Administrative experience: 1 year (Required)
• Construction site: 1 year (Required)