Project Administrator

Primary Purpose:The Project Administrator is responsible for the general administration of the project.Including: Processing commitments, change orders, prevailing wage reports and billings.Maintaining project files, both paper and computer files. Facilitating communication for the project.Secretarial support for the project team.The Project Administrator (as well as all team members) is expected to perform necessary miscellaneous functions that will facilitate the team environment.Duties and Responsibilities include but are not limited to:Project Assigned to a TeamFill out and distribute Job Information sheetEnter Estimate in PentaSet up job files (paper and computer files)Get insurance for projectObtain Notice of Commencement, submit Notice of Furnishing (if applicable)After Pass-Off MeetingBilling information (including waivers, etc.)Contract and project specifics Determine jobsite requirementsObtain project scheduleBeginning ProjectType, send (with attachments), and distribute subcontracts & purchase orders Set up ExhibitsSet up subcontractor and supplier filesMake sure required items are at job site when labor beginsEnter signed subcontracts and purchase orders into Procore and Penta and send a signed copy to sub/supplierEnter subcontract attachments into Procore and Penta? as they are receivedAssure all paperwork is in order before a subcontractor begins workDuring the ProjectSub/Supplier Change OrdersType, send, and distribute change orders as they are received from the PM/PEEnter signed change orders into Procore and send signed copy to sub/supplier Type, send, and distribute correspondenceFacilitate communication for the projectPrepare Applications for Payment in Penta Assemble back up and distributeType, send, and distribute Owner Change Orders (with back-up information)Write waivers for the sub/supplier checks received from AccountingDirect accounts payable calls for the project accordinglyType and distribute meeting minutesMail checks upon receipt of signed waiver and other required informationPrint out various reports for PM (including any reports required for IORs)Distribute submittalsMonitor the followingPrevailing wage reports from subcontractors (if applicable)Subcontractor insuranceWorkers Comp CertificatesDBE, MBE, FBE requirements (if applicable)Closing a jobType and distribute punch listsPrepare and send O & M manualsType, send, and distribute the final and retainage bill to ownerCancel insurance for the jobPrepare files, plans and project books for storageOverall DutiesBack-up receptionistTeam trainingRecords retention Perform necessary functions that will facilitate the team environmentThe above description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all miscellaneous, incidental or similar duties which may be required from day to day.