Construction Project Administrator

GREAT people want to work for GREAT companies! That’s why you should join Westbrook!

We are Westbrook, a 73 year old mechanical services company specializing in air conditioning, electrical, plumbing and gas services for commercial properties in Central Florida and major commercial Construction Projects for general contracting customers throughout Florida. Our combination of excellent customer service, deep technical expertise, significant project experience, market credibility and dynamic company culture make Westbrook the #1 choice for customers and trade professionals in Central Florida. We are currently looking for an experienced Construction Project Administrator to join our team.

Responsibilities of the Construction Project Administrator include:

• Checks Construction Group general email and voicemail upon arrival each morning and takes appropriate follow-up action.

• Gathers, enters and reconciles field staff timecards accurately and within required timeframes.

  • Proofs job numbers, warranty numbers, employee numbers and daily hours

  • Attains project manager approval and submits to human resources for payment

• Gathers, enters and reconciles field expense reports accurately and within required timeframes.

  • Reviews receipts and totals expense reports

  • Attains project manager approval and submits to human resources for payment

• Gathers, copies, distributes and files project foreman reports and safety reports as necessary and within required timeframes.

• Completes administrative functions related to new contracts and letters of intent.

  • Date stamps receipt, checks contact information, attains project manager/executive approvals and returns to general contractors/owners for full execution of contracts and the return and filling of one fully executed contract

• Completes administrative functions related to change orders.

  • Maintains change order log, assigns change order numbers and attains project manager approval for all change orders

• Completes all administrative functions related to subcontract agreements.

  • Prepares and transmits subcontractor agreements with appropriate general conditions attachments, terms and conditions, project retainage and project manager approval

  • Attains, copies, distributes and files fully executed subcontracts as required

• Prepares all new projects for start-up

  • Identifies and attains all required project permits within required timeframes

  • Identifies and prepares all required project submittals within required timeframes

  • Keeps project lists current including project name, address, contract and warranty dates and substantial date of completion date when a project is complete

  • Keeps cost code lists current and distributes to project managers and foreman as appropriate

• Partners with Accounting to answer and resolve any project billing or receivables questions or issues.

• Regularly meets with General Manager to review departmental performance and review plans for corrective actions/improvements in areas not meeting goals/standards.

• Continuously looks for, identifies, recommends, and implements new or enhanced company processes, procedures, or methodologies that will improve company or individual performance.

• Performs any other duties as required.

GREAT candidates for the Construction Project Administrator position will have:

• High School Diploma or Equivalent, College Degree preferred
• 1-2 years of professional workplace experience
• Valid Florida Driver’s License with a clean driving record;
• Outstanding verbal and written communication skills.
• Basic math and financial management skills
• PC skills, including MS Office software
• Time management skills, and ability to multi-task effectively
• Bilingual preferred- English and Spanish