Construction Project Administrator Assistant

Project Administrator Job Purpose: Plays a vital role within the Project Team and the overall purpose of the Project Administrator is to reduce the workload and/or to support the Project Manager with specialist knowledge in project administration and procurement documentation.

Project Administrator Job Description:

· Assists Project/Program Manager with administrative functions to increase the time available for executive level responsibilities.

· Responsible for tracking and monitoring all functions under the supervision of the Project / Program Manager

· Track and oversee expenses incurred on each project to include labor.

· Sets up, develops, and manipulates spreadsheets to assist the PM with budget tracking, administrative, and financial aspects of projects under PM's oversight.

· Prepares Work Authorization forms for new contracts, modifications, and job closures.

· Reviews invoices for consistency with contract requirements and rates

· Assists in preparing contracts with clients and subconsultants, as well as contract modifications, etc.

· Organize, participate, record, and distribute minutes in meetings as directed by the PM.

· Responsible for special projects as assigned by the PM.

· Responsible for periodic (weekly, monthly, etc.) reports as assigned by the PM.

· Follow-up and reports on accounts receivable, as well as unbilled issues.

· Assists in reviews of contracts and preparation of Management Approval (MAR) forms.

· Interacts directly with PM, clients, and sub-consultants.

· Performs routine tasks without substantial supervision.

· Consults with PM concerning unusual problems and developments.

· Assists with other project and contract administration staff the responsibilities of this position include but are not limited to those listed above.

Skills/Qualifications

· Minimum College graduate degree in business or accounting related field

Minimum five years of experience in Executive level support, or equivalent experience

· High level of proficiency in all MS Office products, especially Excel and Word

· Familiarity with client-specific contractual requirements

· Understanding of contract terms, accounting principles and budget tracking

· Good problem solving, organizational, people, math, and accounting skills.

· Prior experience in budget reconciliation and financial analysis

· Experience in corporate communications (to include report preparation, formatting, and delivery)

· Able to work independently and self-supervised.

· Deadline oriented

· Employee-to-employee interaction and fact finding.

EXPERIENCE IS A MUST