Project Administrator

Helix Electric; West Cedar Rapids (IA); On-site; USD 52,000 - 76,000; Full time

Benefits offered by this job

Medical Plans

Vision Plan

Life Insurance

Disability Insurance

401(k) Plan with Match

Tuition Reimbursement

Employee Discount Program through Perk

Job summary

Helix Electric is seeking a Project Administrator to provide day-to-day admin support for multiple million-dollar projects. You will review contracts, manage vendor/purchasing documents, enter CMiC timecards, and help with startup and close-out processes.

Strong organizational skills and ability to coordinate with project managers, vendors, and customers are essential. The role requires 3+ years in a related field and proficiency with MS Office; CMiC knowledge is a plus.

Qualifications

• High School diploma required.
• 3+ years in a similar administrative role within the construction industry.
• Detail oriented, organized and efficient, able to complete tasks timely and accurately.
• Provide outstanding internal customer service to employees, vendors, and customers.
• Proficient with Excel, Word and Outlook; CMiC knowledge is helpful.

Responsibilities

• Assist in reviewing and executing customer contracts, subcontract agreements, vendor master agreements and service agreements.
• Interpret and document contract liabilities and risk allocations to ensure terms are clear and acceptable.
• Support project start-up and close-out processes for each job.
• Enter timecards for project personnel into CMiC weekly.
• Review vendor-initiated modifications to master purchase orders and subcontracts; draft responses.
• Process purchase orders and subcontractor invoices; verify packing lists and resolve billing discrepancies.
• Enforce and track insurance requirements; schedule returns and verify credits.

Skills

Detail oriented

Customer service

Time management

Education

High School diploma

Tools

CMiC Software

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Helix Electric was founded in 1985 and is now one of the nation’s largest and most successful electrical contracting companies. Our commitment to empowering people and powering projects is realized by our exceptional team of dedicated and highly skilled experts working together and never settling for good enough. We are proud of the team-oriented and employee-empowered business approach that defines our unique character.

The Project Administrator will be responsible for the day-to-day administrative support functions for multiple million-dollar projects, simultaneously.

DUTIES & SCOPE:

• Assist in review, and execution of customer contracts, subcontract agreements, vendor master agreements, vendor single project agreements, and service agreements
• Interpret and document all contractual liabilities, legalities, and risk allocation to determine whether the terms and conditions of the contracts are clearly defined and acceptable
• Support the project start up and close-out processes on each job
• Enter timecards for project personnel into CMiC weekly
• Perform primary review of any vendor-initiated modifications to master purchase order and subcontract agreements. Identify all changes that have been made, and produce draft response to the vendor
• Assist in review of modified single project purchase order and subcontract agreements and/or vendors ordering instructions, shipping policies, and company terms and conditions
• Issue and maintain all purchase orders agreements. Ensure agreements are fully executed and received
• Process package and subcontractor invoices: verify packing lists against invoices and resolve any billing discrepancies with Project Manager and vendor/subcontractor
• Enforce and track all insurance requirements
• Work with project managers and vendors/subcontractors to schedule returns and verify credits received for packages and subcontracts
• Run daily, weekly and monthly reports and sort and process various project documents
• Various admin duties: keeping project paperwork organized, documentation and tracking, filing and scanning, various special projects

QUALIFICATIONS:

• Minimum of High School diploma required
• Minimum of 3+ years in a similar role within the construction industry required
• Detail oriented, organized, and efficient individual able to complete tasks in a timely and accurate manner
• Provide outstanding customer service internally to our fellow employees, vendors, and customers
• Ability to create spreadsheets, graphs, charts and proficient with Microsoft Excel, Word and Outlook.
• Knowledge in CMiC Software helpful, but not necessary

Helix Electric provides a comprehensive benefits package that includes the following:

• Medical Plans
• Vision Plan
• Life Insurance
• Disability Insurance
• Critical Illness Insurance
• Hospital Insurance
• 401(k) Plan with Match
• Employee Discount Program through PerkSpot
• Tax Savings Accounts – FSA, HSA, DCFSA and CSA
• Tuition Reimbursement

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.