Construction Project Administrator

Job Description

Job Description

Job Summary:

Assist with project management duties. Oversee and perform administrative functions concerned with a project. Provides administrative and logistical support including meeting arrangement, progress tracking, and documentation.

Job Duties:

Receptionist:

• Answers incoming calls during breaks and overflow. (PE’s are secondary on phones).

• Provides coverage during tours or set ups.

• Provides coverage during sick time/vacation time.

Proposals:

• Assists in creating proposals as necessary (Admin per Estimator).

• Reviews proposals to ensure they are complete.

Accounting:

• Verifies completion of projects for release of unconditionals

• Emails Accounting when job is going to be Prevailing Wage and assist with project information

• Follows up on payment status and/or estimated end date on aging jobs as requested by AR Manager.

Closing Project Research:

• Verifies all items are in place in project file and sends out e-mail to PM.

• Ensures emails are attached to job file, i.e. COI request, Letter of Intent etc.

• Provides warranty letters per client’s request.

• Verifies completed information with Weighmaster when requesting final reports.

Billings:

• Details breakdown of billing which must be noted under billing notes & customer notes: (i.e. Proposal #, % being approved, current billable amount and month for which the billing is being approved.)

• Coordinates billing deadlines to ensure completion.

• Submits client billing, as they are requested and received.

• Assists with Invoicing and ensures they are matched to the corresponding job.

Subs:

• Receive proposals from subs to initiate sub process.

• Requests insurance from Subs prior to performing work. (Insurance guidelines, job # and PO#).

• Provides prelim info if over $10K.

• Verifies all Daily’s/work completed back-ups needed to be received and attached prior to submitting to Accounting.

• Requests invoice prior to submitting billing to Accounting and enters percentage of work completed prior to submitting. (Copy Accounting)

• Ensures Project Manager’s sign and approve invoice.

• Tracks subcontractor’s billings in Spectrum. (Sub ageing).

Comparisons:

• Reviews Comparison Scope for completion.

• Verifies the correct scope is being brought into comparisons prior to approving additional work orders and review additional work with Project Manager and foreman.

• Reviews Demolition Notes from Dispatch. (enter in job history)

• Verifies pricing on work order/additional work has not been given to clients by Project Manager.

• Requests marked plans from foreman if not received.

• Ensures that notes are accurate.

• Verifies EOCD (End of completion date) with Super/PM/Schedule.

• Updates OB with current % completed.

New Projects:

• Logs in special agreements between Estimator and Project Managers for estimates.

• Enters project specific notes in the Project Notes (Spectrum): Billing Deadlines, Prevailing Wage, OCIP, and Medical Requirements.

• Scans all contracts, billing, PO’s and attaches to file.

• Creates estimate in PCMX for Freebie Projects.

Certificates of Insurance:

• Requests Certificate of Insurances – Makes sure to always reference IRS Job #.

• Assists with City license requests.

• Notifies accounting on licenses when expired or when required by job.

• Provides W-9 forms as necessary.

• Provides Rules & Regulations forms to GC.

Contracts / Change Orders:

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• Assists with Collecting and following up on contracts. Follows up on e-mails from the initial proposal or work order.

Preliminary Notices:

• Issues Preliminary Notes – References Client Job/Project Number.

• Issues information on required dates when project commences.

• Creates prelim labels. (Print and put together in envelope).

• Requests prelim info/job# from GC.

Estimators:

• Creates/Revises estimate for Estimator as required.

• Provides assistance when needed with plans or verification of scope.

General:

• Submit PO’s for all backcharges, authorized invoices, in-house work.

• Verify invoice is correct on all billing when backcharges are received.

• Assists with verification of zip codes or address.

• Other duties as assigned.

Skills, Knowledge and Ability:

• Bi-lingual Spanish required.

• Ability to handle a high volume of work in a timely and efficient manner with a keen attention to detail.

• Excellent written and verbal communication skills.

• General knowledge of Payroll.

• Knowledge and understanding of basic regulatory requirements.

• Ability to interact with employees in a professional manner.

• Must be able to manage multiple tasks and have excellent follow up skills both internally and externally.

• Ability to work independently and with a team in a fast- paced and high volume environment with emphasis on accuracy and timeliness.

• Ability to respond to common inquiries or complaints from clients, employees, and management.

• Professional decorum and business maturity required.

• Ability to successfully serve as a member of a team.

• Position may require overtime with little or no advance notice given.

• Must possess strong work ethics. Able to multi-task.

• Must be well organized and a self- starter.

• Detail oriented, professional attitude, reliable, strong organizational and time management skills.

Company DescriptionIRS Demo provides our clients with high-quality demolition services tailored to fit our customers’ individual needs. Our crews handle the entire demolition from top to bottom, with an emphasis on safety, thorough completion and removal, and protecting the project excluded areas of your building from damage. Our crews are not run-of-the-mill laborers — they are skilled tradesmen who provide the highest level of service and professionalism.

Company Description

IRS Demo provides our clients with high-quality demolition services tailored to fit our customers’ individual needs. Our crews handle the entire demolition from top to bottom, with an emphasis on safety, thorough completion and removal, and protecting the project excluded areas of your building from damage. Our crews are not run-of-the-mill laborers — they are skilled tradesmen who provide the highest level of service and professionalism.