Project Administrator

Job description

This role is remote at the moment but would like someone local as they'd like someone to be able to come into the office if needed.

Job description

PROJECT ADMINISTRATOR

Position Description

This classification is for employees primarily involved in clerical and support-related activities associated with report production. These employees are paid on an hourly basis, and have minimal to no supervisory responsibilities.

The Project Administrator's primary daily responsibilities include, but may not be limited to: word processing, assistance with the production of reports, transcription, filing, CRM management, office and breakroom supply inventory control, coding and tracking of billings and reimbursables related to their assigned projects and miscellaneous courier duties. This position also serves as back-up for the Receptionist.

Requirements for this position include a high level of organizational skills; exceptional proofreading, editing, content reading, and formatting skills. A high level of comfort in the Microsoft Office Suite is required.

The following represents the duties of the Project Administrator for their assigned job. The process involves continuous coordination amongst the PA, Professional in Charge and the Project Coordinator. Once a job has been assigned to a Project Administrator, his/her duties are as follows, involving continuous coordination with the professional and coordinator assigned to the project:

Duties and Responsibilities

1. Use Box to obtain deliverable templates. Confirm with the professional or the Office Manager which format(s) will be utilized, when the report will be due, and who is to receive copies of the report.

2. Responsibilities and duties involved in Property Condition Assessments (PCAs):

a. Set up the site visit for the team. Coordinate with the professional and the client's on-site representative to schedule dates, times, and requirements for the site visit. Use email to set up the site visit so there is a record/trail of the communication. (May use site visit form, if applicable). The site visit memo and/or the email will include the names and contact information of all team members, including subconsultants; and will be cc'd to the entire team in addition to the client and property manager

b. Send the M|O document request list and property manager. questionnaire forms to the property manager (or to the client if property manager information is not available).

c. Provide the field team with the following information:

i. Copies of the report and cost formats

ii. Due dates for costs, draft and final (if known)

iii. Names, titles, companies and phone numbers of any parties he/she will need to meet or contact

iv. Name and address of the project, a physical map or directions, agenda for the site visit

v. Copies of any documents received, and information regarding any additional documents which are scheduled to be received

d. If the task is not assigned to the coordinator, contact local City Building, Planning and Fire officials, (make the "City calls").

e. Collect the field data from each team member following the site visit.

f. Collect subconsultant reports. Make sure point professional is aware of subconsultant reports as soon as possible after receipt so they may review the report content and communicate any necessary changes to the sub.

g. Collect photographs and captions from field team. Organize in report order and populate main photo sheet.

h. "Plug" the field data, as appropriate, into the report format.

3. Responsibilities and duties involved in Pre-Construction Project Reviews (PPR):

a. Contact the designated party to obtain drawings, specifications, contracts, schedules, budgets, etc. ("document request form"). Follow-up if not received as promised. If, after reasonable efforts, documents are still not received, advise the professional and request direction on what further action to take.

b. Upon receipt of documents, coordinate with the lead professional which documents will be needed as exhibits to the report. Prepare exhibit items needed for the report.

c. Work with lead professional to distribute documents to the review team (architectural, structural/geotechnical, civil, MEP).

d. Input all information available into the report format, including a list of all documents received.

e. Transcribe information received from the professional into the report.

4. Provide the professional with the first draft report for his/her review and mark-up. Follow-up with changes as required.

5. Once the report is in final form, hand-off to proofreader (another administrative staff member, office manager, depending on the model in a given office). The report copy to be proofread should include all photographs. The proofreader should ideally be someone who is not familiar with the project in order to ensure that no "assumptions" are made.

6. After proofreading and corrections are made, proceed to PDF the report and exhibits. All original photographs, color copies, etc. are to be bound into M|O's file copy. Every report sent to a client, even if there are several drafts, needs to be bound and filed within the project file for future reference. Drafts are to be used by the professional to upgrade to final reports in order to maintain a record of all changes.

7. Prepare the invoice. Confirm the invoice amount with the approved proposal.

8. If keeping physical copies, file the job. Place the report copy, approved proposal, any contract documents and the invoice in the "Save" file, within the project file.

9. Follow-up in the billing and tracking of consultant invoicing and reimbursables related to the project. Process subconsultant invoices and give to office manager for batch delivery to Accounting.

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Job Types: Full-time, Contract

Pay: $20.00 - $23.00 per hour

Schedule:

• 8 hour shift

Education:

• Bachelor's (Preferred)

Experience:

• QuickBooks: 1 year (Preferred)
• Microsoft Office: 1 year (Preferred)

Work Location:

• One location

Work Remotely:

• No