Position Purpose:  

• Reports to the Operations Manager 
• With Project Management to support all project-level activities tied to project compliance requirements, pay applications, project AP/AR, etc.
• This position will work closely with project managers and accounting to ensure that overall project administration is performed in an organized and efficient manner to meet company standards.
• Project Administrators are responsible for the functions below for 2-4 projects at a time.
• This position is hourly, non-exempt.  Work is typically in the home office.

Responsibilities

People Management - Provide feedback to the Operations Manager regarding the project team members' timeliness in processing paperwork, such as invoice review, change orders, pay applications, etc.

Business Development and Client Relations - Ensure all activities are performed in a manner that achieves the end goal of obtaining positive references from clients, consultants, architects, and subcontractors.

Project Setup and Organization

• Perform all project administrative duties for the startup task, such as:
• Open a new job folder in Google Drive
• Create a new job in Sage Intact, following the established process
• Create a new job in Procore following the established process
• Ensure the broker sees the contract
• ASK Sebastian about the Insurance Waivers; ask about the GC Pay - LINK to get accounting
• Interface with insurance reps to obtain project-specific insurance
• Interface with the insurance manager to coordinate and push for obtaining payment and performance bonds, if required.
• Interface with the insurance manager to coordinate and push for obtaining the project builder's risk policy if required.

Construction Phase

Contracts - Owner

• After documents are provided by the Operations Manager or the Project Director:
• Prepare the correct AIA contract documents and finalize.  
• Include exhibits behind the AIA prime contract as directed by project management.
• Submit the prime contract for internal review through the designated routing process.
• Submit the prime contract to the owner via DocuSign after it has been internally approved for issuance.

Purchase Orders (Subcontractors, Purchase Orders, Professional Service Agreements, etc.)

• After Project Management submits a request for contract, prepare the corresponding contract document, fill out the boiler, attach exhibits, and startthe  contract routing process.
• The Project Administrator is the primary person responsible for following up and pushing contracts through the designated routing process.
• Once the contract is executed, the project administrator will ensure the committed value of the contract is posted in accounting and project management systems.  Interface with accounting as required.
• The Project Administrator will notify Project Management by email if a vendor or subcontractor redlines the contract documents.

Financial Management

Pay Applications-Owner

• Send pay applications to the owner by email or the owner interface, whichever the Prime Contract requires.
• If cost plus contract – Compile owner pay application with ALL subcontractor pay application backup for Project Management final review before submission.
• Incorporate subliens waivers as backup behind pay applications
• Prepare waivers to be included in pay applications
• Finalize the pay application and notarize
• Once Project Management provides an approved draft, the owner pay app

Pay Applications-Subcontractors

• Once compliance documents are received, notify Project Management that the Subcontractor pay applications are ready for review.
• Ensure subcontractors submit all compliance documents required for their pay application, per the subcontract.  Follow up with Subcontractors to bring in required compliance documents.
• Reach out to subcontractors before the 15th of the month, reminding them to submit pay applications with required documents by the 15th for project management review.

Accounting

• Ensure the specific project interfaces correctly account for the owner and subcontractor pay applications values.

Subcontractor Compliance

• Effectively manage subcontractors to enforce compliance; uniquely skilled at negotiating and prompting compliance
• Interface with subcontractors to provide training or answer questions on filling out the general contractors' compliance documents.
• Obtain copies of all exhibits subcontractors are required to fill out.
• Current signed W9 for the Subcontractor
• Current certificate of insurance and provide insurance that meets standard and/or project-specific COI requirements.
• Take the lead and follow up with subcontractors to ensure document compliance on all items, including:

Accounts Payable / Receivable

• Effectively manage clients and vendors to enforce compliance; uniquely skilled at negotiating and prompting compliance
• Continue to follow up with project management to ensure items above are completed weekly.
• Upon receipt of owner funding, send the open payables log to project management for review and confirmation to release funds.  Once project management reviews and provides a report of what is approved to pay, follow up with accounting to get payments released.
• Ensure all subcontractor pay applications are correctly entered in the GC pay or other software.
• Ensure all project invoices are entered in the invoice routing system and routed to project management for review of cost code and cost.  All other components of data are to be entered by the project administrator.

Documentation

• Ensure all files are saved in the correct location with the project folder in Google Drive, as well as ProCore (to be defined), such as: Prime Contract, Subcontractors, Vendor agreements, Insurances, Subcontractor compliance documents, etc.
• Account Liason 
• Serve as a liaison and account relationship manager between PM, Client, Vendors, and Accounting - coordinating and collaborating with multiple people and roles to ensure compliance with all policies and processes.  

This list is not intended to be exhaustive.  Additional duties and responsibilities are likely required to ensure a project’s success or as business needs change.

Qualifications

• Hands-on Construction Experience preferred
• Demonstrated expertise in construction-specific software such as Sage Construction Manager or ProCore, GC Pay, Stampli (or other AP tools), and ProNovos for forecasting; or similar systems; minimum of 5 years of experience
• Tech-savvy with advanced proficiency in Google Workspace applications, particularly Google Sheets and Docs.
• Must have a general understanding of AIA documents, such as pay application and contracts
• Demonstrated ability to adapt to changing project requirements and deadlines.
• Expert in communicating and collaborating with GMAIL, Google Meets, Slack, and phone
• Oral and written English are a must; Spanish as a second language preferred
• Safety Certifications - we will train- First Aid/CPR

Compensation

• Entry-level - hourly, non-exempt position (eligible to be paid for pre-approved overtime)
• Annualized wages between $50,000 and $80,000, depending on experience
• The company pays 100% of medical, dental, and vision for the employee and dependents
• The company provides a laptop, an iPad, and a cell phone.
• 13 paid holidays, one floating holiday
• 15 days of Paid Time Off per year; PTO is accrued at a rate of 4.62 hours per biweekly pay period
• 401k available

JOB CODE: 1000160