Project Administrator

Gallo Mechanical, LLC; Raleigh (NC); On-site; USD 60,000 - 80,000; Full time

Job summary

Gallo Mechanical LLC is seeking a Project Administrator to support project managers with accounting from turnover through completion. You will ensure job cost methods and processes are followed and input critical data into the accounting system.

You will track subcontracts, POs, and change orders, assist in billing on schedule, and maintain professional communication with contractors and owners while supporting new process improvements for project teams.

Qualifications

• Proficiency with project accounting software, esp. Viewpoint Vista.
• Strong verbal and written communication skills.
• Ability to organize multiple tasks and manage time effectively.
• Collaborative work with PMs and contractors.

Responsibilities

• Assist project managers with accounting needs from turnover to project completion.
• Input project data into the accounting system accurately.
• Track subcontracts, purchase orders, and change orders.
• Ensure timely billing with proper documentation.
• Maintain professional communication with general contractors and owners.

Skills

Verbal communication

Written communication

Organization

Time management

Collaboration

Multitasking

Flexibility

Tools

Viewpoint Vista

Job description

Reports to: Director of Project Administration

As a project administrator, your primary responsibility is to assist theproject managers with accounting needs from the project turnover meeting to project completion. The Project Administrator ensures the company job cost accounting methods, standards and processes are maintained.

Responsibilities:

• Work with your designated project manager teams to ensure all proper information is input into the company's accounting system
• Track Subcontracts, Purchase Orders, and Change Orders
• Ensure projects are billed by designated dates with all necessary documentation
• Maintain professional customer service with General Contractors and Owners
• Assist in implementing new processes for your project teams when applicable

Weekly Job Responsibilities:

• Attend Turnover meetings
• Entering estimate breakouts from the project team
• Entering pertinent job information into vista
• Entering Subcontracts and sending out via DocuSign
• Entering Purchase Orders and sending out via DocuSign
• Entering Contract Change Orders, getting signed and returned
• Entering PO and Sub Change Orders and sending out via DocuSign
• When and as directed, fulfill compliance for Subcontracts, Purchase Orders and Change Orders
• Initiate routine billings for project managers and send out to Customer by due date with all needed information
• Open projection codes for PM Cost Projections

Project administrators require a wide range of technical skills and soft skills to complete their tasks:

• Verbal and written communication:One of a project administrator's tasks is to provide documentation, which requires excellent writtencommunication skills. Verbal communication skills are also important and can help project administrators collaborate with our Customers and Project Teams.
• Organization:Project administrators are responsible for coordinating the many tasks that comprise a completed project.
• Time management:Project administrators work to ensure that every stage of our projects are completed within a certain time frame. Excellent time management skills can help them complete their own tasks and keep others on schedule.
• Collaboration:Projects are collaborative efforts and project administrators work closely with, managers, contractors and a range of other professionals. The ability to work as part of the team can help ensure successful project completion.
• Proficiency with project management accounting software:Familiarity with Viewpoint Vista is an important qualification for project administrators
• Multitasking:Project administrators have multiple responsibilities that they might have to manage simultaneously, including documentation, task monitoring and resource management. This makes multitasking and task prioritization valuable skills for the team.
• Flexibility:Conditions can change rapidly during the lifecycle of a project. In these circumstances, adaptability can help project administrators change their processes, develop new plans and ensure the success of the project.

Gallo Mechanical is a top-tier mechanical construction and service provider headquartered in New Orleans. Gallo Mechanical LLC is built on a bedrock foundation of dedication to family, service and performance. The company, a 75-year locally-grown family operation, is deeply invested in finding the best way to both serve and grow the community in which they live and work. As they have grown over the last seven and a half decades, Gallo Mechanical has sought to ensure that their focus remains in reinvesting in their community through both the work they carry out and the opportunities that they provide.

Inclusive Employer

Our number one focus will always be our people. Gallo Mechanical welcomes employees from varied backgrounds and walks of life, and it’s reflected in our diverse community. Gallo Mechanical is proud to be an equal opportunity employer and is committed to administering personnel actions, including hiring, training, promoting and compensating its employees, without regard to race, color, religion, sex, sex stereotyping, pregnancy (which includes pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law.

In compliance with Federal and State equal employment opportunity laws, qualified applicants are considered for all positions without regard to race, color, religion, sex, national origin, age, marital status, veteran status, non-job related disability, or any other protected group status.