Project Management Administrator

The Project Management Administrator provides essential administrative support to Project Management staff and helps maintain effective support across assigned business divisions. The role also supports broader business objectives through organization and additional responsibilities assigned by the General Manager. Success in this position requires strong organizational skills, close attention to detail, accurate recordkeeping, and adherence to established procedures and guidelines.

Duties and Responsibilities

• Responsible for new project folder creation, maintenance, and accuracy of all content. Manage this data weekly and ensure compliance. Assist PM staff with the buyout of projects.

• Ensure vendors/suppliers have the most current plans.
• Track & follow up on quotes in a timely manner.
• Send project info sheets to new vendors & suppliers & ensure the capture of accurate data for recordkeeping. 

• Assist in creating and maintaining Submittal Schedule and log.
• Prepare and distribute the Superintendent project booklet for each new job. 
• Assist PMs in request and receipt of concrete, rebar & accessory submittals.

• Hold suppliers accountable to dates.

• Distribute new plans throughout construction & maintain the most up-to-date shop drawings.
• Daily/Weekly communications with Project Management, Field Operations, and General Superintendent.
• Process, upload & document IFC drawings.
• Maintain Master Pour Log:

• Accurately log all concrete poured. 
• Notify all staff of concrete volume inconsistencies. (reported vs actual)
• Track square footage for all concrete placements. 
• Enter all sub rates in pour logs & verify accuracy.
• Maintain subcontractor pays, over/under payments & change orders.
• Assist in creating a schedule of values.

• Plans updates in the estimating folder, Plan-Grid, and current print folder
• Permit Applications (Austin and surrounding area)
• Contract Management / MSA

• Process forms & documents & ensure delivery to necessary personnel.
• Communicate with & deliver to Accounting & Contracts Management.
• Ensure subs are current on certified payroll reporting
• Mange Tax Exempt certificates
• Create Warrantee Letters

• Make updates in the company accounting program

• Enter executed change orders

• Oversight and management of LinkedIn postings for all ongoing projects. 

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties and Responsibilities are not comprehensive and can be changed at any time, with or without notice.

Work Environment/Physical Demand

This position works in a typical office environment and requires extended periods of sitting.

Position type, travel, and expected hours of work

This is a full-time, office position. Typical hours will range from 40-45 hours per week and are subject to change. This role requires the ability to work non-typical days and irregular hours based on construction schedules. Due to the critical nature of the role, accepting phone calls during off hours or weekends may be required.  This position requires infrequent travel for training.