Project Administrator

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Salary Range: $55,000-$70,000 Per Year

JOB TITLE: Project Administrator

BUSINESS SERVICE LINE: Construction

REPORTS TO: Construction Project Manager

EFFECTIVE DATE: 2/4/2025

SUMMARY:

As a Project Administrator in the Construction West, you will provide essential administrative support to construction projects, ensuring efficient project coordination and documentation management. Reporting to the Senior Construction Project Administrator, you will assist in various administrative tasks, including document control, subcontractor coordination, and project reporting. Your attention to detail and organizational skills will contribute to the smooth execution of construction projects in the region.

DUTIES AND RESPONSIBILITIES:

* Assist in managing project documentation, including project logs, submittals, RFIs (Requests for Information), change orders, and meeting minutes.

* Coordinate with subcontractors, suppliers, and vendors to facilitate the timely delivery of materials and services.

* Support the preparation and review of project plans, specifications, and drawings.

* Assist in scheduling and coordinating project meetings, including agenda preparation and meeting facilitation.

* Aid in tracking project budgets, costs, and expenditures to ensure adherence to budgetary constraints.

* Assist in reviewing and processing contractor and subcontractor invoices, change orders, and payment applications.

* Conduct site visits and inspections to monitor construction progress and document site activities.

* Support the preparation and distribution of project reports, including progress reports, meeting minutes, and project status updates.

* Assist in resolving administrative issues, disputes, and conflicts that may arise during the construction process.

* Perform other related duties as assigned by management.

Daily Duties:

* Assist in maintaining project documentation, including contracts, permits, drawings, and correspondence.

* Provide administrative support for project meetings, including scheduling, preparing agendas, and documenting meeting minutes.

* Handle incoming communications, including phone calls, emails, and mail, and route them to the appropriate team members.

* Coordinate with subcontractors, suppliers, and project stakeholders to facilitate communication and address inquiries.

* Assist in tracking project expenses and processing invoices, purchase orders, and change orders.

* Maintain project filing systems and ensure documents are organized and accessible to the project team.

* Support project team members with administrative tasks, such as data entry, filing, and organizing project materials.

Weekly Duties:

* Compile and distribute weekly project status updates, summarizing progress, issues, and action items.

* Assist in reviewing project schedules and identifying upcoming milestones and deadlines.

* Coordinate with procurement teams to track material deliveries and update project schedules accordingly.

* Participate in weekly project meetings to provide administrative support and document meeting minutes.

* Assist in preparing meeting agendas and gathering materials for presentations.

* Conduct regular reviews of project documentation to ensure accuracy and completeness.

* Assist in resolving project-related issues and conflicts, escalating as necessary to project leadership.

Monthly Duties:

* Assist in compiling monthly project performance reports, highlighting progress, budget variances, and upcoming milestones.

* Review project budgets and expenses to identify trends and discrepancies.

* Coordinate with finance and accounting teams to ensure timely processing of invoices and payments.

* Assist in preparing project closeout documents, ensuring all contractual requirements are met.

* Conduct periodic audits of project documentation to ensure compliance with internal policies and procedures.

* Support the implementation of process improvements to enhance project administration efficiency.

* Participate in monthly project review meetings to evaluate administrative processes and identify areas for improvement.

Key Performance Indicators:

* Document Control Accuracy: Maintain accurate and up-to-date project documentation, minimizing errors and discrepancies.

* Subcontractor Coordination: Facilitate effective communication and collaboration with subcontractors to ensure smooth project execution.

* Meeting Coordination: Assist in scheduling and coordinating project meetings efficiently, ensuring timely dissemination of information and follow-up on action items.

* Budget Tracking Accuracy: Support the monitoring of project budgets, costs, and expenditures accurately, providing timely updates to the project team.

* Timely Report Preparation: Aid in the preparation and distribution of project reports promptly, keeping stakeholders informed of project status and progress.

SUPERVISORY RESPONSIBILITIES:

As a Project Administrator, you will not have direct supervisory responsibilities. However, you will work closely with the project team to coordinate administrative tasks and support project documentation management.

QUALIFICATIONS:

* Associate's Degree in Construction Management, Business Administration, or related field (preferred)

* Experience in construction project administration or related field (preferred)

* Proficiency in Microsoft Office Suite

* Strong organizational and time management skills

* Excellent communication and interpersonal skills

* Ability to work effectively in a fast-paced environment

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

* Always required to think and solve complex problems

* Occasionally required to stand

* Occasionally required to walk

* Continually required to sit

* Frequently required to utilize hand and finger dexterity

* Occasionally required to climb, balance, bend, stoop, kneel, or crawl

* Continually required to talk or hear

* While performing the duties of this job, the noise level in the work environment is usually quiet

DAWSON is an Equal Opportunity/Affirmative Action/VEVRAA federal contractor. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status, or any other characteristic protected by law.

DAWSON offers a best-in-class benefits program including medical, dental, and vision insurance; a 401(k) program with employer match; paid vacation and sick leave; employer-paid basic life and AD&D insurance; an Employee Assistance Program; and a flexible work environment. Additionally, employees can choose from several voluntary benefits including critical illness coverage; accident insurance; identity theft coverage; pet insurance, and more.

DAWSON gives preference to internal candidates. If no internal candidate meets our qualifications, external candidates will be given consideration.