The Project Administrator provides administrative support to the Yard office on marine construction and/or dredging projects. Position requires proven administrative and computer skills with a high level of accuracy and attention to detail. Successful candidate will have proven initiative, problem solving and multitasking skills. Demonstrated ability to maintain strict confidentiality, professionalism and discretion at all times.
ESSENTIAL DUTIES AND RESPONSIBILITIES
(Additional duties may be assigned.)
- Provides administrative and clerical duties including: greeting visitors, managing visitor log, answering phones, ordering supplies, coordinating meeting, recording and distribution of meeting minutes, various types of document production and maintenance, correspondence, copying, faxing, scanning, shipping / receiving, and other basic duties
- Assists with project site setup / breakdown and site access including creating IDs, tracking badging, providing safety orientations, instructions and directions as needed
- Create and maintain project files on Central Filing system, or SharePoint including lists and libraries: Organizing and filing of project documentation and correspondence in accordance with specific naming conventions
- Managing various project logs (submittals, RFIs, transmittals, purchase orders)
- Assist with filing all purchasing documentation: upload and route invoices and purchase orders in Invoice Router, create and route Check Request
- Assist Project Personnel in preparation of pay estimates, subcontractor accruals, recording and tracking of expenditures, preparation of payment accruals, purchase orders, change orders, cost reports and budget managing
- Assist manager in ensuring proper coding and hours allocation for weekly payroll entry and review reports of hours paid (Assist with Heavy Job quality control checks for craft payroll)
- Act as a liaison between craft and payroll teams as needed
- Assist with contracts and insurance development: contract creation, monitoring and tracking of contracts: insurance lien releases, pre-liens, conditional waivers, submittal preparation, subcontractor requirements, etc.
- Ensure Federal Contract Compliance reporting for Manson as prime and all subcontracts on projects
- Coordinate with vendors for outstanding documents
- Perform new hire onboarding and personnel administration activities
- Track and follow Craft Applicant flow records per company procedure
- Assist with compliance posting and training processes as directed
- Assist with development of safety documentation and facilitation of regional safety review meetings
- Participate in specific site safety tours
- Comply with Manson’s Code of Ethics and Standards of Business Conduct.
- Practice safe work standards and promote an Incident and Injury Free (IIF) work environment as a condition of employment.
To perform this job successfully, an individual must be able to perform satisfactorily the essential duties and responsibilities noted above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
High School Diploma or G.E.D and a minimum of 3-5 years office administration experience in construction or related industry, such as accounting/payroll, contracts, purchasing, etc., or equivalent combination of education and experience required.
CERTIFICATES, LICENSES, REGISTRATIONS
A valid driver’s license is required.
Intermediate to advanced knowledge of Microsoft Office Suite (Word, Excel, Outlook) is required. Experience with Adobe, SharePoint, Invoice Router, and Timberline preferred
Ability to read, analyze and interpret contract specifications, permit regulations, general business periodicals, professional journals, technical procedures, and governmental regulations. Ability to effectively communicate and coordinate job related information, project tracking and completion timelines, and address with managers, clients, customers, and the general public.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently exposed to adverse weather conditions, fumes, airborne particles toxic or caustic chemicals. The noise level in the work environment is moderate to loud. Employee must be able to wear the personal protective equipment (PPE) required of various construction work environments (hard hats, personal floatation devices, safety glasses, respirators, etc.). The employee is frequently required to use hands and fingers, to grasp, grip, handle, or feel. The employee is required to talk and hear. The employee is required to stand, walk, use stairs, ladders, and step stools and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and may occasionally lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus. Must be able to navigate stairs, ladders and gangways, board, work on and disembark floating vessels and structures.
Manson Construction Co. is an Equal Opportunity Employer.