For over 33 years, Rogers & Willard, Inc. has been a leading construction firm in the Southeast, renowned for diverse services and unparalleled craftsmanship. We prioritize integrity, efficiency, and client satisfaction. Our commitment to excellence has garnered us numerous awards and we remain dedicated to maintaining these high standards. Our seasoned team employs advanced technology and sustainable practices to deliver projects on time and with superior quality.
Project Administrator
The Project Administrator is responsible for assisting Project Coordinators with the setup, organization, and maintenance of all required information to ensure construction project documentation is accurate and up to date. This role involves managing project records, budgets, and subcontractor compliance, ensuring all contractual provisions are followed, and that projects are successfully closed out in a timely manner. Additionally, the role includes handling various office administrative support functions, such as greeting visitors, managing phone calls, distributing mail, and maintaining office supplies. This position has room for growth and is ideal for someone interested in expanding their career in construction project coordination.
Reports to:
· VP of Operations
Roles and Responsibilities:
Project Management:
· Assist with project setup and maintenance of project records, including budgets, licenses, and vendor and subcontractor compliance.
· Coordinate and monitor insurance certificates for subcontractors.
· Ensure compliance with insurance policies, and endorsements.
· Regular outreach to subcontractors to assist with tracking any missing or incomplete items for closeouts and that all licenses are on file.
· Support in implementing policies, procedures, and standards across the company.
Document Control:
· Save W-9 forms, COIs, and licenses for subcontractors to appropriate project folders.
· Ensure all new vendors meet project requirements (COI and necessary licenses).
· Enter and save updated Subcontractor COIs as they come in.
· Assist with Subcontracts, Purchase Orders, and Change Orders as necessary.
· Print, scan, file, and organize construction plans, permits, and contracts.
· Update Project List monthly.
· Assist with organization for Closeouts
· Assist with setting up temporary and permanent utilities.
Administrative Duties:
· Greet visitors and handle front office duties.
· Answer overflow calls, check voicemails, and direct calls to the appropriate person or department.
· Sort and distribute incoming mail, handling confidential mail appropriately.
· Ensure availability of current State and Federal Labor Law posters and Notices.
· Distribute checks and ensure Lien Waivers are signed.
· Coordinate with the accounting department on Lien Releases/Waivers and similar documents.
· Assist with administrative tasks as needed to support project management and office operations.
· Monitor and maintain inventory levels of office supplies and reorder as necessary.
· Coordinate equipment maintenance and repair requests.
· Order cakes for employee birthday celebrations and organize company holiday card distribution.
Key Attributes:
· Strong organizational and multitasking skills.
· Excellent communication and interpersonal abilities.
· Detail-oriented with a focus on accuracy.
· Ability to manage multiple priorities in a fast-paced environment.
· Proficient in project management software and Microsoft Office Suite.
· Knowledge of construction project management principles and administrative processes.
Qualifications
· 3+ years of relevant experience. Construction experience is a plus.
· Excellent written and verbal communications.
· Strong organizational, analytical, and recording skills with the ability to effectively prioritize.
· Ability to work with minimal supervision.
· Proficient in Microsoft Office and DocuSign; Procore and Sage experience is a plus.
Competencies:
· Problem solving—the individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully.
· Planning/organizing—the individual prioritizes and plans work activities and uses time efficiently.
· Quality control—the individual demonstrates accuracy and thoroughness, monitors own work to ensure quality and applies feedback to improve performance.
· Quantity—meets productivity standards and completes work in a timely manner.
· Adaptability—the individual adapts to changes in the work environment, manages competing demands, and can deal with frequent change, delays, or unexpected events.
· Dependability—the individual is consistently at work and on time, follows instructions, responds to management direction, and solicits feedback to improve performance.
· Safety and security—the individual observes safety and security procedures and uses equipment and materials properly.
· Strong working knowledge of customary construction contract language and provisions (prime contracts, subcontract agreements, supply agreements, etc.)
· Skill in managing the review, negotiation and execution of contracts involving general contractors, subcontractors, and suppliers
· Confidence in communicating and working with outside subcontractors.
· Proven ability to extract all key data elements from contracts, and to establish processes and systems to ensure compliance with all contractual terms
· Experience managing all aspects of construction workflow and contracts regarding construction projects, including requests for information, preliminary notices, change orders, purchase orders, lien waivers/releases, etc.
Job Type: Full-time
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
Experience:
- Construction project administration: 2 years (Preferred)
Ability to Commute:
- Mobile, AL 36602 (Required)
Work Location: In person