A Project or Program Administrative Assistant provides administrative assistance to a program team or project management team. Organizes files and assists with record keeping and data base management. Manages team calendars and helps to organize meetings and events. Provides administrative support for program activities, financial reports and budgets, grants or project proposals; may help to arrange travel.
$50,000 - $60,000 annually, depending on experience Position Summary The Project Administrator supports the project management team by owning the documentation and administrative systems that keep electrical construction projects running. This role handles project setup and maintenance in Procore, document control, change order logging, time and material tracking, and compliance paperwork. This is an entry-level position and the first step on the project management track. Electrical construction knowledge is taught on the job. The Project Administrator works alongside project managers and foremen from bidding through closeout, building the project understanding needed to advance to Assistant Project Manager. Key Responsibilities Project Management Software Administration Create and configure new projects in Procore, and maintain project records throughout the full project cycle. Keep directories, contacts, and permissions current as project teams change. Generate and distribute routine reports and logs to project managers and foremen. Maintain data quality within the system so that reporting can be trusted without manual verification. Document Control Maintain current drawing sets, and distribute revisions and bulletins to the field promptly. Track submittals through review and approval, and follow up on outstanding items. Log, route, and track RFIs, and follow up on responses that are holding up work. Maintain organized project files so that any document can be located quickly. Manage project safety documentation and forms. Change Order and Cost Documentation Maintain the PCO log, and report new and pending changes to the project manager. Track the effect of pending changes on package releases and procurement. Track and review bulletins for scope impact, and flag items requiring project manager attention. Assemble supporting documentation for change order submissions. Time and Material Tracking Collect, review, and price time and material slips. Follow up with the field on incomplete or missing slips before they age out. Maintain records so that billable extra work is captured and invoiced accurately. Field and Foreman Support Provide foremen with current drawings, specifications, and approved submittals on request. Coordinate with purchasing to confirm materials are correct, complete, and arriving on schedule. Assist in completing project-specific documentation and safety paperwork. Compliance and Onboarding Documentation Complete and track new hire paperwork, testing, and jobsite-specific credentialing requirements. Support documentation compliance on public and prevailing wage projects. Track project progress against schedule benchmarks, and flag variances to the project manager. Assist with closeout documentation, including as-builts, warranties, and O&M manuals. Qualifications Required High school diploma or equivalent. Strong attention to detail and document discipline, with the ability to track many open items across multiple projects without losing any. Working knowledge of Microsoft Excel, Word, and Outlook, and general technical aptitude with new software. Clear written and verbal communication skills, and the confidence to follow up persistently with vendors, foremen, and outside parties. Willingness to take on new responsibilities and learn electrical construction from the ground up. Ability to manage competing priorities and meet deadlines. Valid driver's license and ability to travel to jobsites. Preferred Electrical construction experience, or an electrical license in any state. Experience with Procore or comparable construction management software. Prior construction office experience in project administration, estimating, or purchasing. Associate's or bachelor's degree in construction management or a related field. Familiarity with public bidding and prevailing wage documentation requirements. Benefits 401(k) Health insurance Dental insurance Vision insurance Life insurance Paid time off Compensation Package Bonus opportunities Profit sharing Weekly pay Equal Employment Opportunity Collins Electric provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Job Type:
Full-time Pay:
$50,000.00 - $60,000.00 per year
Benefits:
401(k) Dental insurance Health insurance Life insurance Paid time off Vision insurance
Compensation Package:
Bonus opportunities Profit sharing Weekly pay Application Question(s): What types of software experience do you have?
