Project Administrator

Description

Position Summary

JF Petroleum Group is a premier leader in the North American fueling infrastructure industry, offering comprehensive turnkey solutions for distribution, construction, and service needs. We serve a diverse clientele including retail fueling stations, commercial and government fleets, and emergency power customers.

The PROJECT ADMINISTRATOR provides administrative, financial, and process support throughout the construction project lifecycle. This position works closely with Project Managers, Construction Managers, field personnel, customers, subcontractors, vendors, and other internal departments to ensure projects are properly established, documented, billed, tracked, and closed in accordance with company procedures.

The PROJECT ADMINISTRATOR is responsible for supporting multiple concurrent projects while maintaining accurate project records, facilitating communication, and assisting project teams with the administrative and financial requirements necessary for successful project execution.

• Review and validate executed contracts and supporting project documentation.
• Convert approved quotes to jobs and establish projects within the ERP system.
• Ensure project financial setup, budgets, and supporting documentation align with contract requirements and company procedures.
• Establish and maintain project files, including safety and training documentation, as applicable.
• Assist Project Managers and Construction Managers by obtaining subcontractor, rental equipment, and material vendor quotes.
• Create and maintain purchase orders for projects.
• Receive, review, code, and process vendor and subcontractor invoices; verify invoices against project budgets and issued purchase orders and notify the appropriate Project Manager of discrepancies.
• Monitor open purchase orders, committed costs, and job-cost reports and coordinate regular reviews with Project Managers and Construction Management.
• Follow up with Accounts Payable regarding subcontractor and vendor invoices as needed.
• Coordinate with Project Managers and Construction Managers regarding project billing prior to established cutoff dates.
• Process project billing within the ERP system, including pay applications, schedules of values, retainage applications, and customer-required billing documentation.
• Assist with collection activities related to outstanding project invoices.
• Obtain and maintain Certificates of Insurance (COIs), W-9s, bonds, lien waivers, certified payroll documentation, and other project-related documents as required.
• Assist with city, parish/county, state, and other applicable permit submissions and track permit status through completion.
• Assist with preparation of jobsite documentation, including site-specific paperwork, security/access credentials, and safety plans.
• Coordinate travel requirements for field crews, including hotel accommodations, purchase orders, check requests, and per diem arrangements.
• Process payroll/time-entry information as required and within established deadlines.
• Maintain ongoing communication with customers, contractors, vendors, field personnel, and internal departments regarding project requirements and status.
• Respond to customer inquiries related to project documentation, pay applications, lien waivers, certified payroll, and other administrative matters.
• Participate in and/or facilitate project and operations coordination meetings as required.
• Maintain accurate and organized electronic and physical project files throughout the project lifecycle.
• Coordinate project closeout documentation, including permits, warranty letters, invoice documentation, photographs, customer-required closeout materials, and other applicable records.
• Submit required closeout and retainage documentation and ensure completed project files are properly archived.
• Track employee training and certifications associated with construction operations and coordinate with management regarding required renewals or training.
• Assist with internal and external audits as requested.
• Support special projects and perform other duties as assigned.

Requirements

• High school diploma or GED required.
• Three or more years of experience in project administration, construction administration, office administration, project coordination, or a related role preferred.
• College coursework or a degree in business, accounting, construction management, project management, or a related field is preferred.
• Experience with Paylocity, Procore, and Sage is preferred but not required.
• Strong organizational skills and attention to detail.
• Ability to manage multiple projects, priorities, assignments, and deadlines simultaneously.
• Strong written and verbal communication skills.
• Ability to communicate effectively and professionally with customers, vendors, subcontractors, field personnel, management, and other employees by phone, email, and in person.
• Ability to review and work with project financial information, including budgets, purchase orders, invoices, job-cost reports, billing, and related documentation.
• Ability  to learn and effectively utilize company products, services, systems, and procedures.
• Proficiency with standard business and office software applications.
• Must be able to meet company employment requirements, including successfully completing applicable drug screening, criminal background check, and motor vehicle record requirements when driving on behalf of the company.

Physical Requirements

This position primarily operates in an office environment and requires prolonged periods of sitting and working at a computer. The employee must possess the visual acuity, hearing, communication ability, hand-eye coordination, and manual dexterity necessary to operate standard office equipment. The position may also require occasional standing, walking, reaching, twisting, kneeling, and lifting or carrying items weighing up to 10 pounds.

JF Petroleum Group Offers

• Competitive pay
• 401(k)  with company match
• Paid time off
• Paid holidays
• Health benefits, including medical, vision, dental, and disability coverage
• Company-provided life insurance
• Bonus program eligibility

JF Petroleum Group is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or any other legally protected status.