project administrator

jOB dESCRIPTION

The Project Administrator is responsible to ensure construction projects move forward smoothly and all critical information is documented and available to construction teams. This person will serve as a point of contact for sub-contractors and vendors.  They will work closely with Project Management teams to assure projects are set up for success and all information is current so that projects are successful through closeout.   

Essential FUNCTIONS

        Leadership 

  • Gain a full understanding of our safety policies and promote our safety culture.

  • Participate in weekly field visits to assist PE and Field Staff. 

    Business

  • Attend Safety and Professional Development Trainings.

    Communication

  • Work hand and hand with Project Managers and Engineers to ensure successful project completion.

  • Actively Participate in weekly team and production meetings

    Tasks/Technical

  • Manage all insurance, bonding, and licensing requirements with clients, subcontractors, and vendors as applicable.

  • Coordinate and prepare subcontracts, change orders, and purchase orders.

  • Upload subcontracts to B2G and monitor for SBE compliance over all City of Phoenix contracts.

  • Upload new projects into Viewpoint accounting system after preconstruction.

  • Ensure all contract documents are fully executed and all contract requirements are met prior to start of the project.

  • Monitor job folders in the P: Drive and ensure all documents are organized correctly.

  • Assist and prepare project submittals, apply for all permits, bluestake submittals, work plans, and documents required for preconstruction handoff.

  • Monitor job billing payment status / aging status and providing updates to project management team

  • Obtain Conditional and Unconditional Waivers per ViaSun subcontract. Issue waiver to ViaSun clients as needed prior to release of payments.

  • Perform initial phase coding, and reconciliation of invoices with backup documentation in Viewpoint, prior to forwarding to the Project Team.

  • Organize and maintain Construction Management Policy and Procedures

  • Assist with clerical tasks needed to support construction field operations.

    • Work with Project team to procure remote site yard locations.

    • Weekly job progress reports

    • Update Master Project Schedules per the direction of the Project Management Team with permit updates.

    • Weekly payroll reporting with HR and audits

    • Aid and coordination in project meeting scheduling.

  • Other duties as assigned

jOB rEQUIREMENTS
  • Strong organizational, follow-through, and communication skills.

  • Ability to work in a fast-paced environment with changing priorities.

  • Ability to “take ownership” of the job, think independently and be a problem solver.

  • Outstanding goal setting skills.

  • High degree of professionalism and strong work ethic.

  • Team player with proven motivational skills.

  • Proficient with Construction Management Software (Preferably Heavy Job), Accounting Software (Preferably Vista) and MS Office programs.

education + experience
  • 1-5 years of construction experience and/or related administrative experience.

    • Field Construction Experience Preferred

physical REQUIREMENTS
  • Prolonged periods of sitting at a desk and working on a computer.

  • Must be able to lift 15 pounds at a time.

bENEFITS
  • Employee Stock Ownership Program (ESOP) 

  • 401K with company match 

  • Health/Dental/Vision Insurance 

  • Life Insurance 

  • Short Term/Long Term Disability Insurance 

  • PTO (Paid Time Off) 

  • Anniversary Rewards 

  • Appreciation & Anniversary Events

ABOUT OUR COMPANY

ViaSun Corporation is an employee-owned Infrastructure Preservation, Maintenance,  and Construction Contractor in the Phoenix Valley. We are committed to our mission of  "Partner, Plan, Deliver, and Succeed" through our continuous pursuit of excellence. Our  Pursuit of Excellence is reflected in everything we do – from our innovative solutions for  our clients to our team members' development. By joining ViaSun, you are joining a team  committed to your success through our reputation for outstanding leadership,  innovation, and expertise.