Project Construction Administrator (FT)
Full Time
Irvine, CA 92614
Posted
Job description
Qualifications:
- Strong organizational skills.
- Excellent verbal and written communication.
- Ability to successfully prioritize and meet deadlines.
- Punctual and reliable.
- Computer skills and proficiency including Microsoft office, SFDC and other cloud based products.
- Knowledgeable in basic accounting procedures.
- Excellent problem-solver.
- Strong attention to details and accuracy.
- Skilled at multitasking and data management.
- Ability to diffuse challenging situations.
- Excellent customer service skills.
- Detailed oriented, works well under pressure, capable of handling multiple tasks with simultaneous deadlines.
- Maintain regular attendance and punctuality relative to daily work schedule.
- Team player.
Key Responsibilities, Tasks and Activities:
- Provide administrative support to the Project Management Team and Field Teams.
- Maintain detailed records and files.
- Manage and update project records in Salesforce. (SFDC) and Sage (ERP).
- Process new orders and project set paperwork.
- Create/manage change orders, contractor invoices with appropriate releases, customer invoices, sales orders and purchase orders, etc.
- Project invoicing in Sage and assist with al construction invoice inquiries.
- Material/parts ordering and tracking.
- Communicate with field managers and installers as needed.
- Coordinate with project manager and field management to ensure timeline is being met per project budget allocations.
- Verify supporting documentation. (back-up).
- Verify and document subcontractor paperwork. (subcontractor master contract agreement, insurance certificates, lien waivers).
- Manage/prepare project close-out packages, including all warranties, as built plans and O&M’s.
- Complete permits applications and submittals, schedule and coordinate ciy and 3rd party inspections.
- Organize and maintain all correspondence for each project.
- Coordinate construction department meetings with requested/required.
- Perform all other duties as assigned.
- Maintain consistent communication with each customer. Phone calls first, followed up with email for documentation.
- Take ownership.
Physical Requirements:
- Prolonged sitting.
- Frequent telephone, must be able to speak and hear well enough to communicate with others.
- Must be able to see well enough to read the computer screen, drawings, etc.
- Grasping/Feeling: must be able to write, type, manipulate a mouse and use telephone system.
- Ability to think and process information quickly, clearly and accurately.
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