Project Administrator

Description
The essential duties and responsibilities of the Project Administrator consist of, but are not limited to, the following. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

1. Job Start:

Manage the contract review process. Upon receipt of final, file executed contract.
Set up and maintain contract electronic and hard files per job.
Order insurance for each project.
Coordinate the ordering of payment and performance bonds, riders, consent of surety bonds, etc., as required.
Lead the Certified Payroll/OCIP enrollment and reporting requirement set-up with Payroll.
2. Change Order Requests/Change Orders:

Receive, reconcile, prepare for signature, post and return original SCOs received from the customer. Update the schedule of values if specific forms are required.
3. Project Correspondence:

Obtain drafted correspondence from the Project Manager. Ensure the format, grammar and structure are professional and meet company business writing standards prior to sending it to the client.
4. Accounts Receivable:

Obtain billing percentages from the Project Manager monthly and prepare invoice.
Process and submit all required billing documents to client and enter in the accounting system.
Assist in the collection of lien releases from vendors/subcontractors, as needed.
5. Sub-Subcontract Management:

Maintain Sub-Subcontract/Purchase Agreement files and logs per job.
Process Sub-Subcontracts/Purchase Agreements and track their return.
Track insurance, lien releases, OCIP, certified payroll, and sales tax accrual monthly.
Reconcile contract/payments when retention billing is received and collect close-out documentation.
6. Job Closeout:

Reconcile contract/payments and prepare retention billing.
Prepare General Contractor required close-out documentation when retention is billed (i.e., warranties, final lien releases, etc.).
Review Accounting Closing List and follow archiving procedures.
Requirements
Education: High school diploma. Associates or Bachelor’s degree in Business Administration preferred.

Experience: Required 3 years related administrative experience. Administrative experience in construction preferred.

Skills: Good typing and 10-key skills.  Proven ability to write, fix, edit and enrich grammar, format and structure of professional correspondence.  Ability to maintain multiple jobs. High attention to detail, aptitude for learning new things and must be able to work under pressure.

Physical: Includes sitting, standing, reaching, walking; use of hands, arms, legs, and feet.  Must be able to see and hear (with mechanical assistance if necessary) sufficient to understand and comprehend individual one-on-one conversations.

Communication: Must be able to read, write and speak English fluently.  Ability to communicate effectively and positively with customers, vendors and employees.

Computer: Proficient with MS Office (Word, Excel, Outlook). Experience with Bluebeam preferred.
Summary
Provide administrative support to the Project Team from job start to close-out.  Manage and maintain contract files on assigned projects while conducting yourself in a manner consistent with KHS&S Core Ideology.