Project Administrator

Kids for the Future; Tucson (AZ); On-site; USD 50,000 - 80,000; Full time

Job summary

Conti Federal Services is seeking a Project Administrator for an on-site role in Tucson, AZ. You will process subcontracts, purchase orders, change orders, and invoices, enter documents into ERP and PM systems, and ensure timely client submissions for payments.

The ideal candidate will manage documentation across submittals, RFIs, and payroll-related tasks, maintain orderly project files, and coordinate with Accounting to set up jobs promptly. Local candidates only.

Qualifications

• US Citizen as required for security clearance.
• Experience with RMS and NAVFACs eCMS systems preferred.
• Experience with Bluebeam for marking up drawings preferred.
• Familiarity with certified payroll processing preferred.
• Excellent time management and organizational skills.
• Proficient in MS Office (Word, Excel, PowerPoint).
• On-site position. Local candidates only.

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.

Job description

• Location 2720 S. Craycroft Road,Tucson, AZ, 85707,United States
• Employee Type FT Non-Exempt

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.

If you are looking to join a fast-paced and dynamic company, we want to hear from you!

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).
• This is an on-site position. Only local candidates will be considered.

Conti Federal offers great benefits.

• We provide medical, dental and vision on the first day of your employment.
• Life insurance, 401(k) matching plan, EAP, wellness programs and many other optional programs are offered as well.

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.