Project Administrator

The Christman Company; Newcastle (OK); On-site; USD 42,000 - 56,000; Full time

Job summary

The Christman Company is seeking an Administrative Assistant to support multiple project teams with document control, correspondence, and office operations at our Oklahoma project offices.

Responsibilities include preparing reports, coordinating mail and deliveries, managing meeting logistics, and assisting with safety and project communications.

Ideal candidates are highly organized, proficient with MS 365, and able to handle confidential information in a fast-paced construction environment.

Qualifications

• Bachelor's degree in a related field is required.
• Minimum two years' experience in a related job field or equivalent.
• Proficiency with MS Office and document management processes.

Responsibilities

• Create, edit, format, and update project documents from team input.
• Copy, collate, and bind project documents per templates and standards.
• Arrange outside reproduction services when needed.
• Draft business letters for review by project teams.

Skills

Document control

Communication

Multi-tasking

Organizational skills

Education

Bachelor's Degree in Business Management or related field

Tools

Microsoft Word

PowerPoint

Excel

Outlook

Job description

The Christman Company

Job Description:

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Project Documents

• Create, edit, format, and update project documents from project team drafts and input.

• Copy, collate, and bind project documents and reports following Christman templates and standards.

• Arrange for outside reproduction services when necessary.

• Draft business letters for review and approval by project team members.

• Assist with agendas and distribution of meeting minutes.

• Proofread final products to verify professional impact.

• Project Photo Documentation

• Compile and prepare EEO reports as required for government projects.

Organize Project Documents

• Create and maintain filing systems, manuals, project directory, and document tracking.

• Maintain project bidders' list, distribute construction documents, hold deposits, and retrieve information.

• Draft subcontractors Supplement A and vendor agreements.

• Receive and track project start-up and closeout documents. Create binders and electronic version for owners.

• Distribute bulletins to trade contractors, collect quotes and provide information to Project Managers and/or Project Engineers electronically as required.

• Post daily reports in Viewpoint if required and prepare for distribution.

• Post RFIs and bulletin changes on drawings if required.

• Assist with Subcontractor compliance.

• Assist with submittal process

Manage Project Communication

• Submit required reports.

• Receive, review, and forward vendor invoices and payments.

• Assist team members with specific needs as required on a project-by-project basis.

• Post and maintain signage and required documents in project site office.

• Coordinate check requests as needed for items such as building permits.

Manage Postal Deliveries

• Receive, screen, and distribute incoming correspondence.

• Coordinate mail exchange with local Christman project office.

• Prepare and send outgoing mail and parcels.

• Greet Callers and Visitors

• Answer telephone calls and assist callers or route to appropriate team member.

• Greet visitors and provide assistance or direct to appropriate team member.

• Be a friendly face and voice to portray the image in which the company takes pride.

• Coordinate visitor sign-in documentation.

• Maintain trade contractor contact list for deliveries including notification of a delivery.

• Coordinate site visits.

Coordinate Conferences

• Schedule meetings.

• Arrange conference rooms.

• Order and set-up lunch when necessary.

Manage Administrative Inventory

• Produce administrative supplies and equipment and safety supplies and equipment for the project site.

• Control petty cash.

Coordinate Collaboration Technology

• Arrange conference calls and schedule web collaboration meetings.

• Have knowledge of project internet including rebooting system if required and/or necessary.

Assist with Project Safety

• Submit meeting dates and topics to Corporate Office for superintendent bi-weekly and bi-monthly reports.

• Assist with safety documentation for the project (record keeping).

• Collect and maintain safety information as requested by project team.

• Assist with safety orientation process.

Multi-Project Office/Regional Assistance

• Coordinate assistance to other projects as requested and/or needed if possible.

• Be a resource for Project Administrative Assistants

• Provide assistance to Regional Administrative Assistants as needed.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Work Environment

The job will be conducted in a temperature controlled professional office environment, with moderate noise. The role will routinely use standard office equipment such as computers, phones, photocopiers, and scanners.

Physical Demands

While performing the duties of this job the employee is regularly required to talk, listen sit, walk, reach, kneel, stoop, crouch, use hands and fingers to handle or feel and to operate a computer and telephone keyboard, and maintain visual acuity. The employee may occasionally be required to lift and or carry light weight under 20 pounds.

Expected Hours of Work

Full time position. Extended hours and weekends may apply.

Travel

Minimal travel required, depending on the project, travel to other areas may be required. Majority of travel done during work hours, overnight stays may be required.

Required Education and Experience

• Bachelor's Degree in Business Management or related field.

• Minimum two (2) years' experience in related job field OR

• Equivalent combination of the above education, training, and experience.

Preferred Education and Experience

• Bachelor's Degree in Business Management or related field.

• Administrative certification and professional credentials.

• Previous construction administration experience.

• Knowledge of Procore

Additional Eligibility Qualifications

• Highly organized, analytical, and ability to motivate and manage others.

• Ability to make well-reasoned decisions in an environment of uncertainty and incomplete information.

• Demonstrate proven knowledge and experience in working on and supporting project management to deliver business benefits.

• Ability to successfully manage a wide network of relationships.

• Accurately and clearly convey timely information and ideas, using a style and manner of presentation appropriate to the target audience.

• Act on identified needs and expectations, and resolve issues and problems of stakeholders ensuring that actions and decisions address stakeholder's needs and expectations.

• The ability to collect and manage information relevant to an issue through a variety of methods like research, networking with others, observation, computer databases and sharing knowledge and information with others.

• Proficient in Microsoft 365, with expertise in Microsoft Word, PowerPoint, Excel, and Outlook.

The Christman family of companies is an Affimative Action/Equal Opportunity Employer that is committed to diversity. All qualified applicants will receive consideration for employment without regard to age, color, national origin, race, religion, sex, sexual orientation, gender identity, protected veteran status, or disability status. Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.As part of our company policy, this position requires successful completion of pre-employment screening, including but not limited to drug and background screening.

Notice to Recruiting Agencies (Unsolicited Resumes): The Christman Company does not accept unsolicited resumes from agencies. Please do not forward unsolicited agency resumes to our applicant tracking system, website, or to any Christman employee/affiliates. Any unsolicited resumes sent to Christman employees or its' affiliates will be considered property of The Christman Company and will be processed accordingly. Christman will NOT pay a fee for any placement resulting from the receipt of an unsolicited resume without an executed agreement and assigned to a specific search.