Project Engineer

Vaco by Highspring; Indianapolis (IN); On-site; USD 50,000 - 70,000; Full time

Job summary

A construction management firm in Indianapolis is seeking a Project Administrator to support project managers by managing documentation and facilitating information flow. Ideal candidates will have experience in commercial construction and cost accounting, along with proficiency in project management software. Strong communication skills and attention to detail are essential. This role offers an exciting opportunity to contribute to various construction projects.

Qualifications

• Ability to manage documentation for multiple projects effectively and timely.
• Proactive in anticipating and alerting others to problems.
• Strong verbal and written communication skills.

Responsibilities

• Manage and distribute project documentation.
• Facilitate communication between the corporate office and job sites.
• Assist in the creation of subcontractor and supplier contracts.

Skills

Previous experience working in commercial construction

Experience with construction/cost accounting

Ability to read and interpret drawings

Effective analytical and problem-solving skills

Customer service orientation

Proficiency in Microsoft Office

Tools

Procore or equivalent software

Job description

Summary

The Project Administrator provides support to construction project managers by managing and distributing project documentation, facilitating information flow, obtaining approvals, reviewing plans, contracts, owner change events, owner change orders, and similar tasks. This position is also responsible for project management in current project management software, assists in the creation of subcontractor and supplier contracts, change orders, and tracks insurance and safety documentation for subcontractors.

Key Outcomes Expected

Work closely with the Project Manager and ensure projects are set up in current project software accurately and timely to begin the construction process, track progress, and invoice for the project during the entire phase of construction.

• Create schedules and submittal logs according to specifications for approval by architects and to direct the subcontractors.
• Distribute drawings and plans to the appropriate individuals.
• Create and track the cost impact on any design changes and/or change events. Create Change Orders for client to approve or deny.
• Enter punch list items in current project software to track the status.
• Create partial invoicing through current project software.
• Create all reporting for Principal in Charge (PIC) monthly meeting.
• Timely and accurately begin the process to bring subcontractors onto the job.
• Submit Requests for Information (RFIs) from subcontractors, including all pricing.
• Create contracts and purchase orders for subcontractors, ensuring the scope of work is correct, for Project Manager review and approval.
• Secure and track insurance certifications of all subcontractors.
• Track subcontractor safety forms.
• Ensure the project meets financial goals by managing subcontractor invoicing.
• Receive invoices from subcontractors, cost code the invoice, verify the contract amount, review change orders, and identify what has been previously billed.
• Submit verified invoices to the Project Manager, who signs off and then submits to accounting for payment.
• Facilitate overall communication between the corporate office, the jobsites, the architects, subcontractors and others as needed.
• Attend and take minutes of meetings, which may include meetings with owners, subcontractors, etc., and distribute minutes to all attendees.
• Assemble all close-out documents (Operation and Maintenance Manuals) according to the specification book, including warranties, record drawings, operation and maintenance manuals, etc. Create the final invoice for Project Manager.
• Provide courteous, professional services to clients and present a positive image of Wurster Construction.
• Tasks as directed by supervisor that assist in the delivery of the project or function of the main office or jobsite.

Qualifications

• Previous experience working in commercial construction
• Experience with construction / cost accounting
• Previous experience working with Procore or equivalent software
• Demonstrated ability to read, interpret, and use drawings, specifications, sketches, plans, forms, and other visual instructions, either in print or digital form, in order to perform required work.
• Demonstrated ability to read and understand financial contracts.
• Effective analytical, problem solving, and decision-making skills
• Able to manage documentation for multiple projects including the ability to understand, follow, and meet schedules; ability to prioritize, organize tasks and time, and follow up; and perform responsibilities efficiently and timely.
• Able to manage multiple requests and meet multiple deadlines.
• Takes initiative and needs little supervision.
• Proactive in anticipating and alerting others to problems with projects or processes.
• High-detail orientation and accuracy; can thoroughly and accurately complete forms and other documents.
• Demonstrates strong customer service orientation.
• Effective verbal, written, and interpersonal skills. Can effectively communicate with a variety of individuals with diverse backgrounds, education, and economic levels and roles both with external and internal others.
• Able to work well in a team environment and as part of a team.
• Proficient in basic computer skills, i.e. Microsoft Word, Excel, Internet usage, Outlook, Microsoft Teams, and Zoom. Capable of learning company database programs and software specific to this job.