Construction Administrator

General Description

The Construction Administrator is the person with responsibility for setting up and maintaining the entire contract process, accounting records and tracking all aspects of the financial progress of the project.

Relationship

The Construction Administrator reports to the Project Manager and the Vice President of Construction for the assigned projects in all matters concerning the project operations.

Project Administrator Duties and Responsibilities:

• Type any correspondence as necessary as deemed by the Project Manager.
• Prepare subcontracts contracts and purchase orders, including the schedule of values for subcontractors.
• Assist in all duties regarding start-up of project, i.e. trailer, electrical, plumbing, and all temporary requirements.
• Assist in the procurement of permits where necessary.
• Work with the Project Manager to establish priorities and critical path items.
• Monitor subcontractor change order, insurance and bond logs.
• Have weekly meetings with the Project Manager to review project status, i.e. all logs, and subcontractor status.
• Create and maintain a subcontractor/supplier log and update weekly.
• Create filing system, under the guidelines of the current system prior to starting a project. Distribute documents to files on a daily basis.
• Review all field documents prior to submitting to Project Manager for his review and ensure it is received in a timely manner.
• Meet weekly with the Project Manager and Project Superintendent to ensure all paperwork is flowing in a timely manner and all payables are received and approved by the Project Superintendent in a timely manner.
• Ensure that all receivables from subcontractors are received in a timely manner and that they are correct and within their schedule of values.
• Communicate with subcontractors to ensure that the receipt is within the time constraints as per the subcontract agreement.
• Ensure that documents are properly executed.
• Schedule with the Project Manager, Superintendent, and Vice President of Construction on accounts receivable to ensure that all parties review and approve payables.
• Prepare and process all Owner and subcontractor change orders.
• Receive all necessary information for subcontract change orders.
• Update budget changes on a weekly basis to ensure construction budget is meeting the original budget.
• Work with the Project Manager to update the cost to complete report and submit to the President of Construction for approval.
• Release retainage as per subcontract agreement.
• Ensure, prior to releasing final payables to subcontractors and suppliers that all close-out documents are in order.
• Meet with the Project Manager and Superintendent once a month prior to submission of owner pay applications. Accountant will prepare the draw for distribution to appropriate parties.
• Prepare the Maintenance and Operations Manuals by trade.
• Work with the Project Manager on preparing the Project Completion Books.

Skills

• Excellent communication skills
• Team oriented with ability to work independently
• Well organized with ability to prioritize and multi-task
• Familiarity with construction terminology
• Prior experience working with a General Contractor or Subcontractor in a similar role.

Computer Skills

• Intermediate computer and Internet knowledge
• Experience in Timberline Sage 300 Job Costing systems
• Proficiency in MS Office (Word, Excel, Outlook, and Projects)

Education

• A High School education or equivalent is required; college degree is a plus but not a requirement.
• Ability to fluently read and write English; ability to speak Spanish is a plus but not a requirement.