Project Administrator
Company: XL Construction Corporation
Location: San Francisco
Posted on: November 18, 2024
Job Description:
Location: Bay Area Jobsite Locations, So. San Francisco,
Oakland, CAReports to: Project Administrator ManagerSchedule:
Full-TimeResponsibilities:The role of Project Administrator (PA) is
to support the project teams onsite, while managing and executing
the deliverables expected for the role. The position requires
professional and courteous conduct as the role requires frequent
internal and external communication components. The project
administrator works closely and collaboratively with the project
team, the accounting team, and other project administrators as part
of the Project Administrator team. To be successful communication,
collaboration, and a proactive approach are key.Contracts &
Insurance
- Reviews and understands the prime contract by following the
terms and conditions throughout the entire project.
- Creates and issues Subcontracts with associated exhibits and
contract documents as specified by project requirements.
- Tracks subcontracts for execution, by reviewing for any
markups, or following up of any delays in processing.
- Creates and issues subcontractors change orders and tracks for
fully executed copies.
- Can create and track potential cost impacts within XL's
accounting and cost management software.
- Manages, tracks, and obtains insurance certificates as
required.
- Manages, tracks, and maintains any insurance programs (OCIP,
CCIP, etc.) as required by Owner or project.
- Reviews and communicates with subcontractors their statuses and
requirements for compliance.Billing
- Manages, creates, and submits monthly pay application for
project(s).
- This includes Sub pay app verification for ensuring
subcontractors have XL's required billing documents, schedule of
values, and sub conditional waiver.
- Reviews, codes, and approves all invoices for the project.
- Reviews cost reports for coding and labor rate accuracy.
Ensuring monthly all items are being accounted and invoiced
for.
- Creating XL's compiled pay app which will include an industry
standard G702, schedule of values, associated back-up and any
additional billing documents as required by Owner.
- Works to resolve any billing questions the Owner may have.
- Manages, creates, and submits retention invoice(s) to
Owner.
- Understands Owner billing requirements and adheres to
requirements monthly when submitting the pay application.
- Tracks and manages lien waiver logs as required by Owner or
project.
- Reviews reporting to support and aid in development of the
monthly pay application.
- Tracks for payment from Owner as well as to our
subcontractors.
- Understands and works in XL's and Owners billing software
systems as needed to complete the monthly pay application
process.Admin Support
- Prepares preliminary lien notice to the Owner.
- Keeps project files (electronic and if needed hard copy)
complete, accurate, and up to date.
- Maintains project information in company software systems.
- Pulls permits from the city for project team as needed.
- Manages, tracks, collects, and packages closeout documents as
required by Owner and project. This can include closeout binders to
Owner, and archiving of materials such as permits and
as-builts.
- Supports team with trailer jobsite set-up and demobilizing of
trailer.
- Assists with collecting prequal information or other required
forms as needed for setting up new vendors or maintaining status
for current vendors.
- Can support team with reviewing, maintaining, and tracking
drawing sets and specs during course of project.
- Supports the Project Manager with new job setup such as:
- Getting Insurance established
- Helping complete internal new job setup forms
- Ensuring labor rates are set up accurately with accordance of
Contract terms.
- Various other start up related items as needed by PM.
- Manages various jobsite needs such as:
- Ordering supplies
- Coordinating fixes to any office equipment
- Jobsite event coordination
- Ordering lunches
- Tracking as required for: PLA requirements, Skilled & Trained
reports, Certified Payroll requirements, UBE tracking, R&D tax
credit, and others.
- Any other tasks or duties as assigned or required by the
project team to support project teams in a dynamic field
environment.Knowledge, Skills, and Abilities:
- Bachelor's degree is preferred.
- 3+ years of experience in a project administrator role or
similar position.
- Accounting/Finance project experience is a plus.
- Excellent computer, office equipment, and software skills
(Microsoft 365 and/or Google Workspace)
- Excellent reading, writing, and personal communication skills
are required.
- Able to maintain a professional demeanor while dealing with a
variety of stressful situations, navigating different
personalities, cultures, backgrounds, and perspectives.
- Has skills and proven abilities in planning, organizing,
problem solving and time management.
- Multitasking with attention to detail.
- Ability to travel throughout the Bay Area frequently.
- Solid understanding of project flow.
- Able to take direction and work independently while executing
on schedule.
- Driven individual with honesty and integrity.
- Can effectively prioritize and adapt in a fast-paced
environment, with frequent interruptions, noise level uncommon of
that in an office, with high expectations for accurate
deliverables.
- Flexible and able to respond effectively to ever-changing
demands in a dynamic environment.
- Self-starter, assertive, great at seeking out resources.
- Flexible schedule to accommodate business needs.
- The role requires sitting, talking, actively listening,
repetitive hand motions, standing, walking, reaching, and bending
and/or lifting up to 20 pounds.XL is an Opportunity Employer (EOE
AA M/F Vet/Disability). Qualified applicants are evaluated without
regard to race, color, religion, sex, national origin, sexual
orientation, political affiliation or belief, age, gender identity,
disability, status as a protected veteran, or any other protected
characteristic.H1B Visa sponsorship is not available for this
specific position.
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Keywords: XL Construction Corporation, Santa Cruz , Project Administrator, Other , San Francisco, California
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