Project Administrator - Intermountain Electric, Inc

IME is seeking a Project Administrator to join their growing team!

• Do you have the desire, skills, and proven strategy to be part of a winning team?
• Do you love the challenge of finding unique solutions for complex projects?
• Does the idea of growth and expansion motivate you?
• Are you a team player who is ready to take on the responsibility of a prime role in a growing company?

Then come join us at IME near beautiful Cheyenne, WY, the New Old West, where you can enjoy the world’s largest outdoor rodeo, learn about the history of the wild west, or just relax and take in the great outdoors.

We are seeking a detailed team player to join our dynamic electrical construction team as a Project Administrator. The ideal candidate will be responsible for financial and administrative processes throughout all phases of construction projects.  PAs will assist the project management and finance teams in managing project setup, contract administration, financial reporting, and project close-out.  

Key Responsibilities: 

Contract Administration: Reviews and manages project contracts to ensure compliance with terms and conditions. Coordinate contract changes, amendments, and renewals as needed. Maintain accurate and up-to-date contract records. Requests insurance certificates, tax exemption certificates, and request bonds as needed per contract.   

Job Booking and Job Setup: Coordinates job bookings with clients and project managers. Ensures timely and accurate setup of new projects, including scheduling, resource allocation, and procurement of materials. Facilitates bookings, change orders, and budget revisions. Processes schedule updates and RFI’s to customers. Creates O&M manuals and facilitates job closeouts. 

Billing and Collections: Ensures accurate and timely billing per project milestones and proactively pursues collections. Research discrepancies in costs and billing and takes the appropriate action to correct issues in consultation with the Project Manager. 

Document Control: Organize and e-file project documentation for all project related documents, including contracts, plans, permits, and correspondence. Familiar with obtaining tax exemption certificates for projects that are tax exempt.  Document control and quality assurance for a variety of complex documents, including documents that may be utilized in a legal setting. Ensure confidentiality and security of sensitive information. 

Initiating and Enforcing Liens: Identifies potential lien situations and initiates lien processes when necessary. Coordinates with legal counsel and stakeholders to enforce liens and resolve disputes. Maintains lien records and documentation. 

Budgeting: Collaborates with the Project Manager supplying accurate weekly and monthly project financial updates, rollouts, and projections. Assists in the preparation of project budgets and forecasts. Participates in project and Cost to Complete meetings.  Mitigates project risk by monitoring open committed, PO, and quote and invoice matching. Monitors project expenses reports variances and works closely with Project Manager to optimize profitability. 

Knowledge, skill, and abilities:

• Proficiency in Microsoft Office Suite, PDF software (Bluebeam a plus) and project management software (Procore).
• Working knowledge of financial software, JDE  
• Strong organizational, communication, and problem-solving skills.
• Knowledge of construction contracts, billing processes, and lien
• Demonstrated knowledge of client requirements, and applicable state, federal; and local requirements such as sales and use tax, reporting requirements specific to government contracts, customer-specific forms and processes for billings and lien waiver requirements, OCIP and ROCIP requirements.
• Ability to work independently and as part of a team in a deadline-driven environment.
• Detail oriented

Education and Experience:

• Associate degree in Business Administration, Construction Management, or related field, or an equivalent combination of education and experience.  
• Minimum of 3 years of experience in project administration or a similar role within the construction industry.
• Experience with AIA contract documents

Working Conditions:

The majority of the time you will work on construction job sites. When on construction job sites you will encounter typical construction conditions including extreme temperatures, noise, dust, mud debris, welding, leading edge, trenching, and shoring, sometimes in a confined space.  You may be required to visit multiple locations during any one day.

Benefits Overview:

IME provides an industry-leading comprehensive benefits package.  Full-time employees are eligible to choose from a variety of healthcare coverage options, which become effective the first of the month after hire.  In addition, employees are offered a substantial amount of PTO and are immediately eligible to make contributions to a generously matched and fully vested 401k. 

Salary Range:  $60,000 - $78,000

*Final salary and rates are based on education, experience, skills relevant to the role, and internal equity.*

Established in 1946, IME is part of Quanta Services, the largest specialty contractor in North America. We base our business model on always doing the right thing and pride ourselves in finding the best processes and practices in everything we do. As an electrical contractor, we install and service the power and lighting to commercial and industrial buildings in the Western US.

This job description outlines typical elements and criteria for the role at Intermountain Electric, Inc. (IME).  Other duties may be assigned as needed.  IME is committed to a culture of diversity, equity, and inclusion.  We follow federal, state, and local laws regarding the employment of individuals with disabilities and provides reasonable accommodations as required by the ADA and ADAAA.  IME is committed to equal employment opportunities and does not discriminate based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity/expression or pregnancy, or any other characteristic or status protected by law. 

All employment decisions are made based on job-related criteria and the principle of equal opportunity.  It is important to note that the company maintains an at-will relationship with its employees and this commitment to equal opportunity does not alter that relationship.

IME strives to provide a safe work environment for its employees. Under applicable laws and regulations, IME conducts background checks on all final candidates.