Position Summary

The position of Project Administrator supports the construction project management and field teams on assigned projects.  The Project Administrator reports to our Senior Controller, and Gina Hill, Owner.  Additionally, this position will assist specific Project Managers (PM) as assigned. The Project Administrator performs routine daily activities in support of our construction team and will be cross trained to back up our design team on similar administrative functions. This position works on many jobs simultaneously for a diverse group of Project Managers and subconsultants serving GMHILL’s clients.  Accuracy is a critical component of this position. This position will be held accountable for the development, routing, and completion of various project documents and other clerical and contractual correspondence, including the processing of subcontractor qualifications, subcontract documents, purchase orders, certified payroll, certificates of insurance, and other documents utilizing templates like, DocuSign, LCP Tracker, and Procore among other programs. Other responsibilities include data entry and interfacing directly with PMs (internal clients) and subcontractors via telephone, Teams calls, and face to face communication. This position works independently but in concert with all Project Administrators and Project Managers to ensure that all administrative deadlines are met to ensure project operations are successful.

Key Tasks

The Project Administrator position serves as a vital link between field operations and finance, supporting all levels of the project management team. The following is a general list of tasks falling into the areas of responsibility of the Project Administrator.  It attempts to present a comprehensive, but not complete, listing of potential assignments that may be undertaken.
Project Administrator Key Tasks
•     Provide administrative support to the project management teams in accordance with standard operating procedures within GMHILL’s Operations and Administrative Guidelines
•     Prepare supplemental documents for owner invoices and review subcontractor billings
•     Assist with processing subcontractor invoice and supporting documentation
•     Collect documents from subcontractors (W-9’s, 1413s, COI’s, P&P Bonds, etc.) for further processing and file within Procore and the server
•     Assist Project Managers/Estimators, and/or Senior Site Representative in coordinating select project management tasks which may include:

• • Review project contract documentation
  • Function as Point of Contact to subcontractors on billing, procedural questions, and badging as required
  • Verify Procore project files and reports for accuracy
  • Collection of subcontractor qualification documentation.
  • Prepare and send letters, memoranda, and reports as directed
  • Coordinate and maintain physical and electronic project operations files
  • Weekly review and accept certified payrolls from subcontractor using LCPTracker then save documents to Procore and server.

Education and Training Requirements:
•     5 administrative experience at an architect, engineering, or construction firm or professional services firm
•     Bachelor’s degree (or equivalent professional experience)

Skill and Competency Requirements:
•     Self-starter, highly motivated, enthusiastic, and is good at multi-tasking in a fast-paced environment
•     Over 5 years’ experience as an Administrative Assistant, Operations Coordinator, Project Coordinator, or other similar job capacity; experience in the construction industry a plus but not required
•     Excellent customer service skills, including the ability to interface with all levels of management, customers, officials, and subcontractor personnel
•     Ability to prioritize workload and to work independently with minimal supervision
•     Excellent verbal and written communication skills
•     Excellent time management and organizational skills
•     Ability to work independently as well as in a team environment
•     Must have strong math skills, knowledge of general accounting and bookkeeping processes desired
•     Knowledge of subcontractor payroll practices with experience with certified payroll
•     Excellent verbal and written communication skills – writing (including technical) and editing are essential
•     Customer Service – able to personally provide a high level of interactive service to build relationships and act as project support
•     Team Orientation & Interpersonal – highly motivated, enthusiastic, and creative team-player with ability to develop and maintain collaborative relationships with all levels within and external to the organization
•     Superior organizational skills, with special attention to detail (triple check work before submitting to subcontractors or posting within Procore, DocuSign, etc.), and time management are essential
•     The ability to work in a fast-paced, deadline driven environment and display professionalism
•     Proficient with MS office including Excel, Word, Outlook, and PowerPoint
•     Proficient with Bluebeam, Procore, and DocuSign desired

Qualified applicants at GMHILL must be U.S. citizens or lawful permanent residents and must meet client security requirements. Positions requiring security clearance are open to U.S. citizens only.

Disclaimer: This is not to be an exclusive list of all responsibilities, duties, and skills required of the person in this job. G.M. Hill Engineering, Inc. (GMHILL) is an Equal Opportunity Employer. GMHILL considers all applicants for employment without regard to race, color, sex, national origin, religion, age, physical or mental disability, family responsibility, marital status, sexual orientation, political affiliation, veteran's status, or any other legal protected status. The candidate selected must pass a thorough background check (including E-Verify), federal security clearance processes and comply with GMHILL’s Drug and Alcohol policy adhering to pre-employment, random, post-accident and for cause testing.
 

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