Project Administrator - Civil Construction

McNamee Construction; Oxford (CT); On-site; USD 45,000 - 65,000; Full time

Job summary

McNamee Construction is seeking an organized project administrator to support multiple construction projects by maintaining neat, detailed files and providing flexible office management assistance.

The role involves preparing purchase orders, assisting in procurement, tracking submittals, RFIs, and insurance logs, attending progress meetings, and supporting the project team with documentation throughout the project lifecycle.

Responsibilities

• Maintain complete project files, including timely updates of all necessary records for access by the Project Team.
• Prepare and issue Purchase orders and sub-contracts for timely procurement of materials or assignment of work to outside vendors or contractors.
• Assist in the procurement process by soliciting quotations from vendors or contractors.
• Prepare, request, and track Manufacturer Certifications and/or Test Reports for Materials used on Projects.
• Manage reporting for DBE/SBE/MWBE participation as required by project specifications.
• Prepare, submit, track all project submittals and maintain a detailed submittal log.
• Prepare and distribute correspondence to project owners, vendors, or sub-contractors as directed.
• Prepare, distribute and track RFIs with a dedicated log per project.
• Document extra work/costs and potential claims to support payments to the owner.
• Assist the Estimator with Bid documents and vendor solicitations for new work.
• Attend progress meetings and document minutes; update monthly billing logs.
• Provide support to field personnel by supplying contract documents as needed.
• Maintain a log of sub-contractors' and vendors' insurances and ensure current coverage.
• Assist with project close-out by preparing completion documents as required by the owner.

Job description

Purpose

To assist the Project Team with the efficient and effective management of multiple construction projects by maintaining neat, detailed, and orderly project files and providing administrative support in all areas of project/office management by being flexible and adaptive to change based on the needs of the business.

KEY FUNCTIONS

Project Management

Maintain complete project files, including timely updates of all necessary records for access by the Project Team.

At the direction of the Project Manager, prepare and issue Purchase orders and sub-contracts for the timely procurement of materials or assignment of work to outside vendors or contractors.

Assist in the procurement process of all projects by providing support via soliciting quotations from vendors or contractors.

Prepare, request, and track the submission of Manufacturer Certifications and/or Test Reports for all Materials incorporated into the Projects.

Manage all required reporting for DBE/SBE/MWBE participation as required by Project specifications.

Prepare, submit, track all project submittals (Includes the following: Shop Drawings, Working Drawings, Catalog cuts, & Material Certifications) including creation and maintenance of an accurate, up to date and detailed submittal log.

Prepare, proof & send Correspondence to the project owner, vendors, or sub-contractors at the direction of the Project Team.

Prepare, distribute and track RFI’s, including creating and maintaining a log for each project at the direction of the Project Team.

Extra Work/Cost Plus Work/Claims: Tracking of additional or extra work by creating and logging the necessary detailed documentation to support payment of any work identified by the Project Team as “EXTRA” or that could possibly lead to future claims for payment to the owner.

Assist the Estimator with preparation of Bid documents & solicitation of vendors or contractors to support the assembly of bids for new work.

Attend Progress meetings as necessary to accurately document “Meeting Minutes”

Update the monthly billing logs for each project based on the pay estimates provided by theowner.

• Provide support to Field personnel by providing contract documents as needed, including copies

or access to contract documents (Plans, specs, submittals etc.)

Prepare and maintain a log of Insurances provided by Sub-contractors or vendors and ensure coverage is current.

Project Close out - Assist the Project Team with preparation and completion of any documents required by the owner to bring the project to completion.

Assist with the timely updating of Monthly Project schedules in accordance with contract requirements, including the drafting of the progress narrative.

Effectively communicate with and update the Project Team as to the status of key tasks, submissions, or other pending issues.

Maintain a professional and positive business culture within the office and with partners, owners, and other outside associates.

General Office Operations

Review vendor invoices prior to approval

Audit vendor invoices versus agreed purchase orders or sub-contractor agreements

Maintain essential stock of office supplies by ordering through MCC home office

Coordinate and manage office vendors, including cleaning services, water delivery, and maintenance of office equipment (copiers)

Prepare and Mail original documents

Assist with or complete special projects both independently or as part of a team, as directed or required by the Project Manager

KEY PERFORMANCE MEASUREMENTS

Maintenance of accurate, up to date, and detailed project files

Effective communication to the Project Team of routine and critical items

Effective support for the various, broad, and changing scope of tasks charged to the Project