The essential duties and responsibilities of the Project
Coordinator/Construction Administrator consist of, but are not
limited to, the following.
Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions:
a) Administrative Support:
i) Draft purchase orders from field order requests and place
material orders with vendors.
ii) Maintain purchase orders through Plexxis.
iii) When orders are received, collect original
receivers/packing slips upload to documents into Plexxis PO.
iv) Assist in approving or reconciling material invoices that
are over the PO amounts.
v) Order and call off rental equipment and update Equipment
vi) Price material, equipment and miscellaneous items for Extra
Work Authorizations (EWA) and scan a
copy of the ticket with pricing to the Project
vii) Assist with weekly job progressing, as needed.
viii) Draft and maintain Master Action List for weekly action
ix) Compile Foreman Binders, LEED documentation, Material Safety
Data Sheets, and Field Safety Manuals.
x) Maintain RFI Log and their responses.
xi) Maintain, track and distribute project drawing revisions to
the project team.
xii) Assist with project submittals, as required, and follow-up
until approval is obtained from the General Contractor.
xiii) Complete and file submittal transmittals and update
submittal log. As responses are received, copy appropriate
personnel and update submittal log with the response.
xiv) Log and route appropriately all incoming and outgoing
xv) Set up and maintain utilities/rental fees/office supplies if
offsite facilities are needed.
xvi) Complete credit card reconciliations for project team.
xvii) Run project related errands, as needed.
b) Field Support:
i) Maintain sign in sheets, checklists and prepare weekly
timecards for field personnel including employee names and
ii) Collect sign in sheets, enter weekly time into timecard
template, file in job folder, and forward timecards to Payroll for
processing along with checklist.
iii) Complete and process makeup, lay-off, and termination
paperwork for field personnel and forward to payroll for check
iv) Request dispatch documents from Union and submit to
v) Assist with collecting new hire/re-hire packets for field
personnel, review for accuracy and E-verify. Forward completed
packets to payroll (This task is only needed for when an employee
is not being sent
to the office for hiring.)
vi) Draft union sponsorship, apprenticeship letters and rate
change forms for Superintendent, as needed.
vii) Collect, prepare, and submit reimbursable expense reports
to Project Manager/ Superintendent, for signature. Forward signed
expense reports and original receipts to Payroll.
viii) Administer safety meeting paperwork.
ix) Collect, scan, and save daily sign in sheets and foreman
logs into the electronic job project file.
x) Assist with entering productions into Daily Production
Tracker, as needed.
xi) Coordinate travel arrangements for field project personnel
with corporate travel services.
xii) Maintain Lean paperwork, as needed.
c) Other Duties:
i) Ensure essential functions of the Area Administrative
Assistant are provided when absences occur due to vacation or
illness. Per the needs of each Regional Area.
ii) Attend seminars/educational training programs as
iii) Perform any other related or unrelated, unassigned,
unspecified duty that may be needed from time to time.
a) Education: High School education.
b) Experience: Required two (2) years related administrative
c) Skills: Well developed analytic and conceptual skills. High
attention to detail, aptitude for learning new things and must be
able to work under pressure.
d) Physical: Includes sitting, standing, reaching, walking; use
of hands, arms, legs, and feet. Must be able to see and hear (with
mechanical assistance if necessary) sufficient to understand and
e) Communication: Must be able to read, write and speak English
fluently. Ability to communicate effectively and positively with
customers, vendors and employees.
f) Computer: Proficient with MS Office (Word, Excel, Outlook).
Experience with Bluebeam preferred.
g) Driving: Must be able to visit job sites 1-2 times per