Address
Form of workJob Description
The purpose of the Project Administrator is to handle various functions and assist with project management tasks.
Key Results Area #1- CC Purchase Tracking, Job Costing and Billing
Check Pro Rewards for items purchased
Job cost material purchases
Pay Home Depot credit card and enter purchases into Quickbooks
Get receipts from vendors required by the Expenses not Assigned to Jobs Report
Bill all jobs within 24 hours of job completion:
T&M jobs by gathering all costs and entering them into Billing Calculator for most accurate rates
Subbed jobs by marking up pricing appropriately
Estimated jobs by creating invoices and sending for approval.
Follow up with team members about invoices and complete “need to bill” jobs
Key Results Area #2- Tech Scheduling
Give techs access to containers as needed and record the date of check ins/check outs.
Daily scheduling techs with Ricardo according to respective experience, PTE’s and job deadlines
Send schedule to every tech with job details (job number, address, work to be done)
Revise techs’ time cards against schedule and entering them into Quickbooks
Request job pictures and descriptions from techs.
Key Results Area #3-Project Manager Assisting
Follow up with subs for invoices and proper documentation if needed
Prepare Current job list for production meetings.
Direct status meetings, take meeting notes and record all changes.
Assist with managing field supervisor’s emails when needed
Making/paying material orders as specified by Project Managers
To have a general knowledge of job scopes and progress
Print estimates for Ricardo and techs with necessary information only
Get PTE from Property Managers or residents
Coordinate with Project Managers/Superintendent and techs any requirements or changes at any job
Schedule city inspections
Delegate to workers
General assisting to Project Managers and Superintendent
Key Results Area #4- General Office Duties
Manage phone lines and emails assigned to this position.
Enter all job related invoices.
Record all job numbers in Quickbooks.
Make CC phone payments for field techs
Assist techs with Expense Reports
Uniform disbursement to techs
Assisting AP/AR with job numbers, unit numbers, scope of work whenever necessary.
Project Administrator Knowledge, Skill and Experience
Minimum Education (or substitute experience) required: none
Minimum Experience required: 2-3 years relevant experience
Skills Required:
Bilingual (English/Spanish)
Ability to communicate and provide excellent customer service.
Ability to work well under pressure
Strong multi-tasking skills
Comfortable with utilizing software and applications in accessing documents, forms, reports, etc.
Quickbooks experience not required but a plus!
Project Administrator Work Environment
Monday – Friday, 8 daily hours. The employee regularly works an average of 40 hours per week.
Travel for job sites, trade shows, training & development purposes is occasionally required.
The employee is on call for any incidents that occur in regard to emergency jobs or staffing needs that arise during & after hours or on the weekends.
