Administrative clerk

Job Description: Project Administrator

Location: Incline Village, NV

Position Overview: The Project Administrator is responsible for managing various administrative tasks to support project operations. This role involves project administration, financial management, project support, vendor and subcontractor coordination, office and site operations, and general administrative support.

Key Responsibilities:

1. Project Administration:

   • Process and track submittals, contacting subcontractors for required items.
   • Handle formal correspondence with subcontractors.
   • Create and process subcontracts.
   • Create and manage project binders.
   • Work with the Project Manager to update project schedules in BuilderTrend.
   • Update BuilderTrend project files with incoming permits, documentation, and plans.

2. Financial Management:

   • Request purchase orders and process and code all invoices for payment.
   • Review invoices submitted by subcontractors for accuracy and dispute any discrepancies.
   • Review pay estimates for accuracy.
   • Request change orders approved by the Project Manager and CEO.
   • Track all material purchases and services for the project and maintain a project schedule for specifications.

3. Project Support:

   • Work with Project Managers to review bids and request purchase orders for project materials, subcontractors, or vendors.
   • Assist the Project Manager in processing bids, coordinating meetings, and assisting with budgets.
   • Assist in procurement of materials and ensure timely delivery.
   • Update spec files with assigned purchase orders, order dates, delivery dates, and links.

4. Vendor & Subcontractor Coordination:

   • Work with the Accounting Department to establish new subcontractors or vendors.
   • Maintain open communication with subcontractors to ensure timely submission of required documents.

5. Office & Site Operations:

   • Order supplies for the job office and project sites.
   • Order project-specific materials.
   • Assist the Safety Department with inventory maintenance of PPE on-site.

6. General Administrative Support:

   • Prepare and maintain comprehensive job site binders.
   • Support general office duties to ensure efficient and smooth operations.

Requirements:

• Strong organizational and communication skills.
• Experience with project management software, preferably BuilderTrend.
• Ability to handle financial tasks, including invoice processing and purchase order requests.
• Detail-oriented with the ability to manage multiple tasks simultaneously.
• Experience in coordinating with vendors and subcontractors.
• Ability to work efficiently in a team-oriented setting.