The McDonnel Group
The McDonnel Group is a values driven organization which views our talented team of professionals as our greatest asset. It is our mission to provide comprehensive construction services and deliver the highest standards to our valued clients. We can only fulfill our mission through our people, and their innovative and motivated approach to the work.
Our Project Administrators work behind the scenes to ensure the efficient and accurate flow of documentation and communication occurs within the Project Team and beyond.
Project Administrator Essential Job Functions
Open Projects in Procore
·Update specific fields in Procore on the Administration level
·Created directory for each project and grant appropriate permissions to each
Insurance
·Obtain insurance certificates from subcontractors for all executed contracts
·Review all insurance certificates to ensure all Owner requirements are met
·Maintain up to date and accurate insurance log in Procore for all projects
·Scan and attach insurance certificates for all subcontractors inside Procore
·Generate dunning letters and make phone calls when coverage is expired
·Maintain a monthly rolling insurance audit of all subcontractors; prior to releasing payment(s).
Subcontracts
·Update and maintain project specific attachments for Subcontracts in Procore
·Utilize mutually agreed upon subcontract modifications for all subcontractors
·Ensure all subcontractors information is correct and up to date in Procore with the Secretary of State and that the signee is listed on the SOS or we have a Corporate Resolution Letter on file.
·Generate dunning letters and make phone calls regarding unsigned subcontracts in DocuSign
·Issue all subcontracts to subcontractors via DocuSign
·Upload signed subcontracts into documents folder in Procore
·Track and handle all contract recordations, terminations, etc. and ensure proper filings with Recorder of Mortgages.
Subcontractor Change Orders
·Issue all subcontractor change orders through Procore via DocuSign, according to the Owner Change Order Process and guidance for Project Administrators.
·Track status of subcontractor change orders via DocuSign
Purchase Orders
·Issue purchase orders to vendors through Procore via DocuSign. Generate dunning letters and make phone calls regarding unsigned purchase orders in DocuSign
Subcontractor Pay Applications
·Open billing period in Procore and invite subcontractors to bill
·Upon receival of subcontractor billings in Procore, send the draft pay apps for the Project Manager to review and revise if necessary. If revised, make the necessary revisions in Procore for the subcontractors.
·On the 25th of each month, collect Cash Flow and give to to Stacey Deubler (PA / In-house Notary).
·Once all pay apps have been approved, issue them via DocuSign for signatures. Submit all executed subcontractor pay apps to TMG’s accounting department by the 2nd business day of each month, according to TMG accounting process and timeline.
Owner Pay Applications (Project Specific)
·Fill out all applicable Owner provided paperwork for the Owner Pay App, make copies and obtain signatures with notarization
·Email/Courier to Architect/Owner
·Upload certified copies to project specific online site for further processing.
·Upload certified copy to Procore and hard file
·Follow up with Project Managers to ensure delivery of owner pay apps, receipt of architect’s certification/owner approval and ensure is filed properly with recorder of mortgages.
Prime Contract
·Scan and attach fully executed prime contract in Procore and hard file.
·Transmit prime contract change orders and confirmed contract change orders to the appropriate party
·Scan and attach Notice of Contract and Cancellation of Contract filings in Procore and hard file
·Scan and attach clear L&P certificate at the end of the lien period into Procore and hard file
DBE Reporting
·For all DBE projects, update The City of New Orleans, Disadvantaged Business Enterprise system with DBE monthly payments and their tiers.
Certified Payrolls
·On projects with certified payrolls, collect from subcontractors and consolidated and submit to appropriate party at specified intervals
Reports
·Collects all Corporate reporting (weekly and monthly) from all assigned Project Managers, according to Standard Reporting Responsibilities document for Project Administrators.
Notices
·Complete and distribute Concrete Pour notices as directed by superintendent.
·Issue weather delay letters when directed by Project Manager and/or Superintendent. Some projects require street closures to be added in “One Stop” site
Filing
·All project documents are filed in Procore, and certain documents are hard filed. Filed documents need to include all emails, correspondence, insurance, project close outs, etc.
·After retainage has been billed to owner, complete accounting worksheet for each subcontractor, ensuring that all payments have been received and all change orders have bee issued.
·Complete accounting work sheet for each subcontractor, ensure that all payments have been received and all change orders have been issued.
·Follow up until all subcontractors have been paid 100%; Target date to have all subs paid no later than two weeks post-receipt from owner.
·File all completed DocuSign documents in Procore, to be audited by Project Manager.
Other
·Project administrators rotate to provide front desk coverage as needed. The expectation is that admins continue their normal work during their front-desk shifts.
·Participate in and contribute to weekly admin huddle for Project Administrators.
·Support new and existing Project Administrators and Project Team members through onboarding and training support.
·Must stay up to date with the phone system and other front desk tasks/duties.
·Perform additional assignments per the Project Management team or Executive team’s direction.
Competencies
·Must be a motivated team player, looking to succeed
·Excellent verbal and written communication skills
·Strong organizational and time management skills
·Operationally focused; detailed oriented but able to grasp big picture
·Excellent people skills
·Must possess a strong work ethic
·The ideal candidate will have at least one year in Commercial Construction, be process driven with an eye for detail, and enjoy working collaboratively with others.
Education/Experience
·Bachelor’s degree, preferably in Business Administration, Construction / Project Management, or equivalent preferred
·5 years general construction experience in the commercial space or the like
·Proficient with MS Excel, MS Word and project management software; familiarity with P6 and Procore is a plus
·Must be able to successfully pass a pre-employment criminal, driving and drug screen
·Must possess a current and valid state driver’s license and a clean driving record
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties the employee is regularly required to make use of close vision to read engineering blueprints and reduced size black and white drawings, specifications, fine print, reports, schedules, estimates, spreadsheets, summaries and
other documents in either hard copy or computer monitor. Must be able to converse on the telephone and in person, use hands and fingers to write and type, prepare email messages with attached files and use personal computers and calculators. The employee will periodically need to lift and/or carry heavy documents such as specifications and/ or equipment, weighing up to 25 pounds.
EEO Statement
The McDonnel Group, LLC is an Equal Opportunity / Affirmative Action employer committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or any other factor protected by applicable federal, state or local laws. Individuals who require reasonable accommodations under the Americans with Disabilities Act in order to participate in the search process should notify Human Resources.
