Project Administrator - Forgen

Location: Various Projects, as assigned

Employment Type: Non-Exempt, Seasonal 

Manager Position: No

Reports To: Project Manager or designee

Travel: No

Summary of Functions

Responsible for managing field office and site supplies, assisting Project Managers and Construction Managers in their administrative tasks including project submittals, greeting visitors, handling incoming and outgoing mail express packages, and performing general office duties.

Essential Duties and Responsibilities

• Embrace Forgen's Core Values in all aspects of the job.
• Greets visitors in a friendly and professional manner; logs all visitors with sign-in sheet.
• Receives and sorts incoming receiving tickets, daily forms, mail, express envelopes and courier deliveries; distributes mail to employees.
• Effectively manage and update comprehensive spreadsheets to monitor and report on materials inventory, ensuring real-time accuracy and availability.
• Maintain a well-organized and constantly updated spreadsheet that serves as a detailed repository for materials inventory, contributing to streamlined procurement and inventory control.
• Collect, review, and meticulously record fuel receipts within a structured tracking system, ensuring precision in financial records and compliance.
• Accurately enter data into the ADP software, enabling precise and efficient payroll processing and record-keeping.
• Skillfully handle timecard entries, maintaining detailed records of employee work hours, ensuring accurate and on-time payroll processing.
• Maintain a detailed Excel sheet to track incoming materials and associated costs, ensuring accurate and up-to-date records of expenses related to project deliveries and inventory.
• Prepares and posts all outgoing mail and express packages daily; maintains, checks and refills postage meter; arranges courier services.
• Orders and maintains field office and site supplies.
• Checks and distributes incoming email requests from site Info email box, if applicable.
• Coordinates and books travel arrangements for employees/interviewees; monitors travel expenses.
• Types memorandums, letters and other documents as required by management staff.
• Assist with preparation of project submittals including clerical revisions as requested by the Project Manager.
• Keeps office and filing/storage areas organized and clean; maintains knowledge of the location/stock of documents, etc.
• Coordinates site events, crew lunches, meetings etc.
• Perform additional assignments and special projects as directed.

Experience/Education

• High school diploma/GED or equivalent.
• Minimum three to five years of experience in an administrative capacity.
• Valid Driver's License and ability to drive on behalf of company business.

Knowledge, Skills, and Abilities

• Highly motivated, with a demonstrated passion for excellence and taking initiative.
• Strong work ethic, willing to do what it takes to get the job done right the first time.
• Demonstrated commitment to ethics and integrity.
• Passion for safety, with the ability to help us ensure that nobody gets hurt.
• Team player with the ability to work independently to meet deadlines, goals and objectives.
• Strong organization, time management, and attention to detail.
• Excellent computer skills including knowledge and experience with Microsoft Office, Outlook, and Excel.
• Above average oral and written communication skills, leadership skills, along with use of independent judgement and creativity applied to resolution of issues.
• Highly proactive and responsive to internal and external customers
• Good problem-solving skills/decision-making skills.

Physical Demands

The following physical activities or abilities are commonly, but not always, associated with the performance of this position.  The actual requirements of this position will vary.

• Ability to communicate effectively with vendors, management, and other co-workers, both individually and in front of a group is important.
• Regular use of the telephone and email for communication is also essential.
• Sitting for extended period is common.
• No heavy lifting is expected. Exertion of up to 25 pounds of force occasionally may be required.
• Good manual dexterity for the use of common office equipment such as computers, calculator, copiers, and fax machines.
• Good reasoning ability and decision-making is important.
• Able to understand and utilize management reports, memos, and other documents to conduct business.

Primarily an office position. Occasional site visits and field project visits may be required. Travel to offices and projects in various locations around the country as needed. The following physical activities or abilities are commonly, but not always, associated with site visits. 

• Be able to stand or walk on a project site for extended durations.
• When on project sites or if performing some types of work activity wear all required Personal Protective Equipment (PPE) including, but not limited to, earplugs, protective eyewear, gloves, hard hat, steel toed work boots, and high visibility safety apparel.

Work Environment

The job is primarily performed indoors in a traditional office setting and occasionally outdoors at construction sites.

The following environmental/atmospheric working conditions are commonly, but not always, associated with the performance of this position. The actual working conditions will vary.

• Job Site environment, including, but not limited to, machines, tools, heavy equipment, chemicals, solvents, dust and fumes.
• Occasional exposure to extreme weather conditions.
• Uneven ground.

Perks and Benefits

Forgen offers a comprehensive benefits package including medical, dental, vision, a retirement plan, employer paid short-term disability, accident insurance, and more. We also reward our employees' hard work with bonuses, vacation, and paid holidays. We believe in a flexible work environment work model for most non-craft positions. As an added bonus, we also offer an awards program, education assistance program, and a robust wellness program.

DEI Statement

Don't meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At Forgen, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you're excited about this role but your past experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyways. You may be the right candidate for this or other roles here at Forgen, and Forgen is committed to hiring the best candidates for all positions.