Position Title: Project / Program Administrator

Employment Terms:  Non-Exempt / Hourly

Immediate Supervisor:  Project Manager

Role & Performance Expectations:

The Project / Program Administrator (PA) understands that team is more important than self interest. The PA sees the value of keeping a professional image as the first point of client contact, being effective in the operation/administration of the project or program, and of supporting staff for maximum effectiveness.

The PA is responsible for providing intermediate to advanced administrative support to the project team and has the knowledge of being able to, by way of experience, execute with proficiency all duties of the project administrator. The PA requires little to no Production Administration Manager support as evident by superior audit scores and service recommendations of the team and Production Administration Manager. The role requires initiative, decisiveness, flexibility and adaptability. The PA must be approachable, with a focus on friendly and respectful professional communication and collaboration with the organization and our client, architect, inspector, and subcontractors. The PA is required to achieve integration of the role as a contributing team member for superior results in the seven Project Performance Objectives of: Client Satisfaction, Company Contribution, Gross Profit, Quality, Safety, Schedule, and Team Development.

Core / Minimum Responsibilities:

Office Administration ................................................................ Professional and Friendly

1. Reception / front desk – directing guests and calls

2. Office supplies and equipment management

3. Track staff schedules and project calendar

Contract Administration: ............................................ Protecting Company and Clients

1. Contract Tracking and ensuring timely execution

3. Insurance:

a. Collect, review, and work with subcontractors and internal Insurance department for compliance. 

4. Labor Compliance

a. Contractor compliance monitoring

b. Collect, advise/resolve deficiencies

c. Manage open issues with representative with holds

d. Audit command and process deficiency immediate correction

Cost Accounting :.............................................................................. Maintaining Momentum

1. Contractor/Vendor Invoice

a. Collect/process for required signature

b. Track and manage log

c. Insure cycle time is maintained or reduced

2. Processing general conditions payables

Document Control ................................................................................ Effective & Efficient

1. File Setup and maintenance for ease of use by team

2. Project photo management

3. Project Closeout

4. Archive

a. Filing project documents in company prescribed system

b. E-Archiving aligned with company prescribed systems

Team Support: ....................................................................................... Optimize Productivity

1. Correspondence/Communication Coordination

2. Meeting Coordination

3. Support project team as necessary

Advanced Responsibilities:

Recommended Computer Skills:

Recommended Education:

Physical Demands / Environment:

Cost Accounting: .................................................................. Protecting Company and Clients

1. Change Administration

a. Coordinate/process with client and/or contractor

b. Track and manage log updates

c. Insure responses to meet cycle time

Finance Department coordination support

An understanding of Microsoft: Word, Excel, and Outlook

· High school graduate

This is a field and/or office position with work from the job-site maybe required. Involves walking, effective communication, listening, using hands to operate office equipment. May require the use of exterior portable restroom. Vision abilities required for computer work, reading, writing, typing, data entry and the ability to adjust focus. The employee may be required to push, pull, lift and /or carry up to 20 pounds; attempt no greater weight without assistance. The noise level in the work environment is an active open office.

Physical Demands/Environment: The intent of the job description is to provide a general outline of the employment title. Specific responsibilities may vary depending on the individual requirements of the specific project and direction from the immediate supervisor.