Job Description

Essential Duties and Responsibilitie s:

Assists with planning and coordination of all Project-related administrative activities and works with the Project Team as necessary to complete all assigned Projects on time and within budget parameters, and in accordance with our clients' specific needs and concerns. Communicates openly, and honestly; works diligently toward building long-lasting, non-adversarial, relationships with all internal and external customers. In addition, consistently works toward developing a spirit of cooperation and mutual respect with all Project stakeholders by adhering to the Company's Mission Statement and Guiding Principles.

The current critical tasks of this position are described below; however, they may be subject to change at any time to facilitate departmental growth or to provide career advancement opportunity. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

Project Administration:

Works on a wide variety of Project administrative tasks as established with Senior Project Administrator, Project Manager, and Project Executive at the onset of assigned Project(s), incorporating standardized procedures developed to create a consistent, uniform appearance for all Company documents. Tasks may vary from Project to Project and may be temporary, permanent and/or situational throughout the duration of Project(s) or in the Central Office.

Tracks all significant information in company program and Prolog; i.e., Updates, Meeting Minutes, Document Transmittals, Drawing Logs, Submittal/Shop Drawing Logs, Request for Information Logs, Potential Change Order Logs, etc.

Inputs various items in the accounting system, i.e.; Subcontracts, Subcontract Change Orders, Purchase Orders, etc.

Prepares Owner Contracts, Subcontracts, Owner Change Orders, Change Directives, and Work Orders for review and action. Maintains logs, prepares Change Orders to Owner, Subcontractors, and Vendors, as required.

Reviews and prepares Owner, Subcontractor, Vendor or other invoices for prompt Project Management approval and payment.

Ensures timely and accurate logging, distribution and filing of all correspondence and/or other pertinent documents.

Assists in the preparation and maintenance of various essential monthly reports, logs, and schedules; i.e., Bid Package Log, Subcontractor Status Report, Contract and Change Order Log, Potential Change Order Log, and Cost Transaction Report for the purpose of preparing an accurate and up-to-date Cost Projection Worksheet.

Maintains assigned Project site office; i.e., Project files, office equipment, office supplies, insurance and/or other requirements in accordance with established procedure.

Assists with the Agenda and may attend Subcontractor progress meetings; documents meeting and distributes Minutes to all attendees.

Assists with the Agenda and may attend Project Team meetings with Owner Representatives, Architects Engineers. Project Superintendent and stakeholders to assist in the distribution of project reports and logs.

Assists with compiling all final close-out documents and forwards to Owner; i.e., final punch list, as-built drawings, operation & maintenance manuals, training sessions, warranties, final releases, etc.

Continues the pursuit of professional development through course work, seminars and continuing education, to Increase effectiveness at the current level and to enhance the skills and knowledge needed for career advancement and increased responsibility.

Financial Accountabilities: Assists in the formulation of Project specific financial plans that enable accurate projection of Project cost and profitability. Makes daily financial decisions that are based on Project specific financial planning, moral, ethical and rational accountability , to promote the long-term value, growth and financial welfare of Company.

Individual Interface: Interfaces with internal and external stakeholders of the Project and Company. Acts professionally, uses good judgment and diplomacy at all times. Projects an awareness of all current activity of the Project and a willingness to assist whenever possible.

Managerial Responsib ilities: Assists in the Project Coordination with other Project Team members; i.e., Project Executive, Project Managers, Project Engineers, Superintendents, etc. Works with the Project Team as necessary to ensure a balanced Management approach for the project. Although the Project Administrator II is supervised on a daily basis by the Project Executive for administrative work directly related to the Project(s) to which they are assigned, all other supervision issues such as procedures, training, assignment of special tasks, human resources, and all other matters will be responsibility of the Chief Financial Officer.

Decision Makin g: Interprets an extensive variety of technical data in written, mathematical or diagrammatic form and deals with abstract and/or concrete variables. Defines problems, collects data, establishes facts, and draws preliminary conclusions with final decisions having regular input and consent of the Senior Project Administrator, Project Manager, and Project Executive.

Education/Experience: Associate's (A.A.) from a community college or college/ university; or construction related experience and/or training; or equivalent combination of education and experience. Good command of oral and written English language and computer skills and the capability to write routine reports and correspondence. Ability to read and interpret various construction related documents; i.e., Bid Comparisons, Shop Drawing Logs, Owner and Subcontractor Contracts and Change Orders, Invoices, Requisitions, Safety Rules, Operating and Maintenance Instructions, and Project Administration Manuals.

Certificates, Licenses, Registrations: Valid State of Florida driver's license.

Physical Demands: Capacity to visit Project work sites in various stages of completion; traversing over construction type terrain when under development; moving through the construction site and the materials in place for use on the site; climbing ladders and temporary stairways; conduct visual inspections for quality of construction and materials being used in construction.

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