Project Administrator

Title: Project Administrator

Reporting to: Office Director

Salary Range: $63,000 - $77,000

Overview of Role

The Project Administrator will be responsible for maintaining an open communication channel between the office and field personnel to ensure all paper work is accomplished in a timely and accurate fashion on assigned projects, expediting routing for approval of purchase orders/subcontracts, expediting receipt of certificates of insurance/licenses/bonds as required from sub-contractors, submittal logging/tracking and follow-up, typing and distributing punch lists, and obtaining receipt for close out materials to the owner. The Project Administrator should have the ability to identify opportunities within a project that will add value and help successfully accomplish the client’s desired project outcome.

Truth. Trust. Together. Tomorrow.

At RLB, we speak the truth, build for the long term, look out for each other and work to do good. We are driven by outcomes, creating tailored solutions that deliver successful projects. We believe that when we bring together the right people doing things the right way, we make progress for our clients and our communities.

RLB is an award-winning international firm, known for providing property and construction consultancy advice at all stages of the construction cycle. Utilizing its many years of experience and professionally trained employees, RLB continues to firmly establish itself as one of the major players in the construction industry throughout the Americas, Africa, Asia, Europe, Middle East, and Oceania. Our employees are involved in a variety of projects across a range of sectors, from sports arenas and healthcare to higher education and convention centers.

As a privately held company, we hire the best people, give them exceptional training, and provide extensive opportunities for professional growth while working on exciting projects while providing an excellent compensation and benefits package.

Essential Functions

• Aids project management services such as personnel, filing, budget preparation and control, records control, and special management studies.
• File contracts & PO's, invoice for projects, and process expense reports.
• Enter opportunities into the CRM
• Works independently in the administrative management of a project to ensure smooth operation and client satisfaction.
• Coordinates and processes project invoices to ensure contract compliance, prepare invoice cover letters and transmittal documentation and submits to owner for payment
• Coordinates collection and preparation of project reporting
• Proofreads and corrects reports from staff
• Coordinate meetings when necessary
• Data entry and composition of administrative documentation
• Order supplies and procurement for jobsites
• Participate in weekly project meetings with design consultants, general contractors, project managers and clients
• Work with project managers to develop weekly meeting agenda
• Uses independent judgement and discretion on coordination of assigned construction project.
• Develop and distribute meeting minutes
• Follow-up with project team members to ensure timely completion of assigned tasks
• Monitor project schedules, log and track progress to meet design, construction and other deadlines
• Develop monthly executive summary reports
• Contributes to team performance by collaboration and effective communication
• Contributes to and understands the clients desired project outcomes, identifies opportunities to add value to accomplish the desired outcomes
• Adds to team effort by accomplishing other duties as assigned

The ideal candidate will demonstrate a positive proactive approach to the role, and will be committed to delivering customer service excellence, with good commercial results.

• Two-year degree in project management or a related field. Working experience may substitute for the degree.
• One to three years’ experience in design and construction or project management preferred
• Skilled in Microsoft Office, including Word, Excel, Outlook, and PowerPoint
• Excellent writing skills
• Basic accounting skills
• Contract administration experience a plus
• Ability to work at various job sites

Physical Requirements and Working Conditions:

• Often work in an Indoor office environment. Equipment used includes computers and standard office machines. Essential physical tasks include: the ability to work on a computer and the ability to answer and speak on a telephone.
• May work on site location to include ascending or descending ladders, stairs, scaffolding, ramps, poles, and the like, using feet and legs and/or hands and arms. Body agility is emphasized. This factor is important if the amount and kind of climbing required exceeds that required for ordinary motion and ability to lift 50lbs.
• May also require:
  • Sitting
  • Standing for long periods of time
  • Walking, carrying, pushing, stooping, crouching, and pulling

RLB is an Equal Opportunity Employer. This company does not and will not discriminate in employment and personnel practices based on race, sex, age, handicap, religion, national origin or any other basis prohibited by applicable law. Hiring, transferring and promotion practices are performed without regard to the above listed items.

NOTICE TO EXTERNAL RECRUITMENT AGENCIES

RLB North America’s Talent Acquisition Team exclusively manages all external agency engagements. Candidate submissions will only be accepted from agencies with a current, fully executed fee agreement.

Submissions without an active agreement will be considered unsolicited. RLB North America assumes no obligation to pay fees and reserves the right to contact, interview, or hire candidates without obligation to the submitting agency.

All unsolicited resumes or candidate information, including materials sent directly to RLB employees, will be considered the property of RLB North America.