Project Administrator - Civil Site Construction

EXPERIENCE:

• Five (5) or more years of administrative experience of which included supervisory, organization, coordination, and performance of duties at a responsible level
• Five (5) or more years of clerical experience of which must have included organization, coordination, and performance of duties of a responsible level.

SKILLS, KNOWLEDGE AND ABILITIES:

• Excellent organizational skills
• Knowledge of personal computers and document scanning devices
• Must be proficient in software Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.). Procore not required, but preferred.
• Ability to plan, organize, and prioritize multiple tasks.
• Ability to communicate with others and to assimilate and understand information in a manner consistent with the essential job functions
• Ability to work independently or in a group with minimal direction (need to be able to work through all the details of complex projects, and know how and where to find needed information to complete the project, must be able to think outside the box when it is required)
• Ability to make sound decisions in a manner consistent with the essential job function
• Willingness to adapt and learn new skills and new ways of doing things
• Bilingual (perferred)
• Ability to Read and Interpret Drawings, Specifications and Environmental Reports. Estimate Control Documents
• Prepare and Submission of all Necessary Prequalifications – Licenses and Certifications required for Company

DUTIES AND TASKS

• Create and maintain project contacts lists
• Answer phone calls and coordinate messages
• Prepare all NTO documents in a timely manner
• Assist with the estimating team when qualifying potential projects
• Contractors Licensing in appropriate municipality
• Processing of plans accordingly to appropriate municipality
• Track permitting progress and update the project team
• Process Subcontracts and Sub Change Orders
• Process Submittals, and RFI’s
• Prepare and track a wide variety of documents (letters, memos, labels, reports, RFI’s. Submittals, and Logs)
• Prepare materials for meetings, set up conference rooms, greet clients
• Send emails, courier and mail items
• Maintain drawing log, order and distribute plans from blueprint company
• Maintain and update all project files in both Dropbox and Project books
• Prepare and distribute Closeout Documents
• Scan and save all documentation for project daily
• Facilitate Contract Documents with all required Bonding and Insurance as requested.
• Project Checklists and Work Authorization to incorporate Project Specific Requirements
• Create Project Submittal Log and Project Spec and Project Specific Submittals to consist of Catalog Cuts, Shop Drawings, Material Gradation, Certifications and Mix Designs
• Field Quantities to include Tonnage Reports, Debris Tracking and Recycling Data
• Underground Utility Locates
• Notifications to Federal, State and Local Agencies required for Project Specific and Scope of Work
• Liaison with Field Operations, Upper Management and the Owner and its Representatives
• Facilitating Change Order Requests
• Support with Daily Operations to include Manpower, Equipment, Subcontractors, Materials and Supply Needs for Multiple Projects and Phases.
• Trip Permits for Overload -Overwidth and Out of State Hauling as Necessary
• OCIP Monthly Reporting Documents
• Prepare and Update Corporate Health and Safety Plan and Site-Specific Safety Plans
• Preparing and Maintaining Yearly OSHA 300 and 300A Logs
• Preparing and Finalizing Scope Job Hazard Analysis
• Maintaining Employee Training and Certificate Files
• Coordinate of Training Seminars – Yearly and DOT Physicals
• Liaison between Upper Management – Insurance Agents and Carriers
• Perform related duties and responsibilities as required.

Comply with the guidelines of the Employee Handbook.

Pay Rate: Depending on Experience