Project Administrator - WA

Abbott Construction; Seattle (WA); On-site; USD 41,000 - 47,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) retirement plan with employer a

Paid time off

Job summary

Abbott Construction is seeking a Project Administrator to support the project team and regional staff with operational assistance to ensure projects meet goals. The PA will manage contracts, MSAs, work orders, subcontracts, insurance, meeting minutes, submittals, and closeout, while coordinating with accounting, preconstruction, and marketing teams.

The role emphasizes accuracy, organization, and professionalism; strong Excel, Word, Outlook, Teams, and SharePoint skills are required, plus

Qualifications

• Ability to manage multiple tasks and prioritize effectively.
• Strong written and verbal communication skills.
• Professional demeanor and attention to detail in confidential documentation.

Responsibilities

• Create, distribute, track and manage project documentation and records.
• Process contracts, MSAs, work orders, subcontracts and purchase orders.
• Manage insurance certificates, bonds, meeting minutes and submittals.
• Support project teams with data entry and documentation across project phases.
• Assist with project closeout and archival of documents.
• Coordinate with accounting, preconstruction and marketing teams.

Skills

Organizational skills

Microsoft Excel

Communication

Team player

Notary Public (WA)

Tools

CMiC

Textura

Microsoft Office

Job description

Summary

The Project Administrator (PA) supports the project team members and regional staff with all aspects of operational assistance to ensure the projects and region meet their goals.

Essential Duties and Responsibilities

• An individual must be able to successfully perform the essential functions of this position with or without a reasonable accommodation.
• Be an advocate for, and reflect, Abbott's core values, fundamentals, and brand pillars.
• Create, distribute, track and manage all required operational documentation and records, including but not limited to:
• Client contracts, Master Subcontract Agreements (MSA's), work orders, subcontracts, and purchase orders
• Certificates of insurance and bonds
• Meeting minutes and memorandums etc.
• Project subcontract compliance
• Operations & maintenance manual documents, as-built records & warranty information etc.
• Project safety information"
• Provide research, follow-up, data entry etc. for the project team as requested. This can occur through all phases of the projects.
• Support estimating and procurement of projects.
• Ensure timely responses for contract and subcontract paperwork.
• Assist in establishing CCIP and / or SDI if required and monitor and enforce legal and insurance compliance as necessary from construction documents.
• Assist with follow-up and receipt of project documentation, primarily subcontract agreements, insurance & bonds and change orders, with secondary assistance if required for shop drawings, submittals, samples & RFI's etc.
• Assist with preparation of meeting agendas & documentation and record and issue meeting minutes.
• Participate in project closeout to facilitate timely completion. Ensure all documents are scanned and in electronic form prior to project completion.
• Manage all information in applicable project management software and maintain timely filing and organization.
• Assist with annual electronic archiving for completed projects.
• Coordinate and work closely with project staff to increase understanding of project needs, to build upon and improve the Region's standard of delivery.
• Be aware of customer and project goals and objectives.
• Work closely with all regional departments e.g., accounting, preconstruction, and marketing etc.
• Deal honesty, fairly, professionally, and respectfully with all parties.
• Answer calls with a professional, courteous, and polite greeting, and direct calls to appropriate staff members.
• Provide front desk coverage for Receptionist's breaks and additional coverage as needed.
• Date stamp and distribute all incoming correspondence to project staff and respective regional or headquarters office.
• Process outgoing mail, packages, and courier services.
• Assist Office Manager and / or Receptionist to maintain adequate office supplies.
• Print and assemble project information as required for operational reports.
• Perform miscellaneous errands as requested by project staff
• Print, plot, and / or order reprographic information as required.
• Maintain common office areas and kitchens, ensure beverages are available and supplies are stocked.
• Other duties as assigned.

Skills and Attributes

• Goal driven, customer-focused, highly organized, and efficient, team player with ability to work well with people, a willingness to help co-workers and customers, good communication skills, good computer skills, detailed, and accurate.
• Ability to manage multiple tasks simultaneously and establish priorities and an effective course of action.
• Speaks up when opportunities for improvement become apparent.
• Proficient in Microsoft Excel, Word, Outlook, Teams, SharePoint, Internet, CMiC, and Textura.
• A strong desire to work in construction and related services, and with people in these fields, and to uphold and embody the core values of Abbott Construction.
• Ability to give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Previous experience working in a construction company administrative role is advantageous.
• Currently, or having the ability to become, a WA State Notary Public.

Qualifications

• Capable of communicating effectively both verbally and in writing.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Must have a strong work ethic, sense of urgency, organizational skills, task oriented.
• Must be knowledgeable about and follow the company's safety policies and procedures.

Salary

The full hourly range for this position is $30.00 to $34.00. This position is eligible for a target bonus..

Benefits

Abbott Construction offers the following benefits for this position, subject to applicable eligibility requirements: Medical Insurance, Dental Insurance, Vision Insurance, Health Savings Account, Healthcare Flexible Spending Account, Dependent Care Flexible Spending Account, 401(k) retirement plan with employer match, Life & AD&D Insurance, Long-term Disability Insurance, Short-term Disability Insurance, Critical Illness Insurance, Accident Insurance, Hospital Indemnity Insurance, Home & Auto Insurance, Family Support, Pre-tax Paid Parking/Public Transportation, Paid time off, Time Away Benefits, Paid Holidays, Group Legal, Employee Stock Purchase Plan, Identity Theft Protection, Group Legal, Pet Insurance, Employee Assistance Program.

Note

Sick leave accrues at one (1) hour for every 30 hours worked. Accrual for sick leave is capped at 240 hours. At the end of each calendar year, you will be allowed to carry over accrued and unused sick leave up to 240 hours. You will not begin accruing sick leave until you drop below the accrual cap.

Disclaimer

The salary, other compensation, and benefits information is accurate as of the date of this posting. The Company reserves the right to modify this information at any time, subject to applicable law.

EEO Statement

Abbott Construction is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.