Project Administrator

Conti Federal; Oklahoma City (OK); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Life insurance

401(k) matching plan

EAP

Wellness programs

Job summary

Conti Federal Services in Oklahoma City is seeking a Project Administrator to ensure project documentation and correspondence are properly completed and filed, and to enter subcontracts, purchase orders, and change orders into the ERP and Project Management systems.

You will support invoicing, payments, and client submissions, work closely with the Project Management and Accounting teams, and help maintain orderly files and timely communication to keep projects on track.

Qualifications

• U.S. Citizenship required for security clearance.
• Experience with RMS and NAVFACs eCMS systems preferred.
• Familiarity with Bluebeam for markup drawings preferred.
• Experience with certified payroll processing preferred.
• Strong time management and excellent organizational skills.
• Proficiency in MS Office (Word, Excel, PowerPoint).

Responsibilities

• Assist Project Management in processing and tracking submittals, RFIs, invoices, and change orders.
• Receive, voucher and reconcile invoices accurately.
• Document receivables, quantities, extras, and claims for invoicing and cash flow.
• Finalize monthly invoices with the Project Manager.
• Prepare submissions for as-builts, vouchers, and claims; follow up on income collection.
• Maintain an orderly project file system and filing accuracy.
• Coordinate documentation for clients, subcontractors, and internal procedures.
• Work with Accounting to set up jobs timely in the system.
• Maintain meeting minutes and track action items.
• Support submittal process with drawings and certifications to avoid delays.
• Other duties as assigned.

Skills

Time management

Organizational skills

Attention to detail

Tools

RMS

NAVFAC eCMS

Bluebeam

MS Office

Job description

Conti Federal Services is a leading global construction and engineering company that has delivered some of the most demanding projects for the U.S. federal government. With roots dating back more than 115 years, Conti Federal specializes in disaster preparedness and recovery, classified and secure construction, critical infrastructure, and environmental remediation. We offer world-class service to our clients while remaining committed to our core values of safety, integrity, and compliance.

With offices located worldwide, the Conti Federal team prides itself on its diverse workforce and promotes an entrepreneurial and energetic atmosphere. We are looking for a candidate with a can-do attitude who wants to join our growing team, which is filled with boundless professional opportunities and career progression. We are committed to individual career development by offering a challenging yet learning-oriented culture that seeks to retain and promote from within the organization.

To learn more about Conti Federal, please visit http://www.contifederal.com/

General Position Description

The Project Administrator is responsible for ensuring the project documentation including all required correspondence is properly completed and filed for ease of reference. This role is responsible for entering all subcontracts, purchase orders and change orders into the ERP and Project Management systems, sent to the subs and vendors, and ensuring these documents are signed and returned. The role is also responsible for ensuring the appropriate documentation is in place and submitted to the client for accurate and timely payment.

Responsibilities

• Assists the Project Management team in processing and tracking paperwork including submittals, RFIs, invoices, application for payment, subcontract agreements, purchase orders, and labor cost reports.
• Accurately receives, vouchers and reconciles invoices.
• Ensures the team accurately documents and submits all receivables, quantities, extras, change orders, and claims for timely invoicing and to maximize cash flow.
• Finalizes monthly invoices with the Project Manager.
• Assists the timely preparation of submissions for as-builts, vouchers, extras, and claims and follows up for income collection.
• Maintains a comprehensive and orderly project file system. Ensures the team adheres to the filing process.
• Ensures all documentation is clear, concise, and accurate so all departments and employees can reliably use this information.
• Assists the execution of the required documentation for clients), subcontractors, and for internal company procedures.
• Works with the Accounting Department to ensure jobs are correctly set up in the system in a timely manner.
• Maintains meeting minutes and follows up with the team regarding status of action items.
• Timely assists the project submittal process including drawings and certifications. Ensures all Owner required information is timely and accurately submitted to avoid project delays.
• Other duties as assigned.

Qualifications

• For Security Clearance Requirements - must be a US Citizen, as required.
• Experience using the Army Corps of Engineers RMS and NAVFACs eCMS systems preferred.
• Experience with construction software solutions such as Bluebeam for marking up drawings preferred.
• Familiarity with certified payroll processing preferred.
• Has a solid time management system and demonstrates excellent organizational skills.
• Excellent proficiency in MS Office products (primarily Word, Excel and PowerPoint).

Pay/Benefits

• medical
• dental
• vision
• Life insurance
• 401(k) matching plan
• EAP
• wellness programs
• many other optional programs

All applicants who receive a conditional offer of employment must take a pre-employment drug test and receive a negative result as a condition of hire.

Conti Federal is an equal opportunity employer and does not promote or enforce any preferences or workforce balancing on the basis of race, color, sex, sexual preference, religion, or national origin.