Project Admin (entry level) (Medford)

This is an entry level position. The Project Administrator provides administrative support on a daily basis to the project team. This position can also at times be at a department level supporting multiple project teams running smaller construction projects.

Core Responsibilities:
-Performs administrative functions and provides administrative support to project team and/or executive group in field or office as designated by management
-Type, scan, copy, transcribe and distribute project documents and correspondence such as the subcontract base, subcontracts, purchase orders and various communications
-Assist project team with closeout coordination, preparation of O & M Manuals and maintain dept log
-Sort, distribute and follow up with project mail; prepare outgoing packages to meet daily deadlines
-Order supplies for project team/department and coordinate with office administrative staff
-Assist with daily planning of managers schedules, meetings, vacations, and calendars in general
-Maintain personal, office, and jobsite space (if applicable) in a neat and organized manner
-Participate in project, department, and/or team meetings as needed and assist with scheduling, booking conference rooms, setting up A/V, conference calls, and meeting minutes
-Assist with daily planning of managers’ schedules, meetings, and possibly travel if assigned
-Manage individual timecards and expenses as necessary for staff spanning multiple projects
-Reception duties for office, if assigned
-Assist in tracking Key Performance Indicators at the project and department level for quality control
-Assist with expense reports and vacation requests

Necessary Attributes:
 Positive Attitude
 High sense of urgency
 Ability to work independently and as part of a team
 Effective communication skills
 Intuitive and able to learn quickly to stay one step ahead of multiple people making requests
 Capable of dealing with ambiguity and tight work oversight
 Problem-solving skills with ability to confidently and decisively take-action
 Ability to achieve strong project closeouts while maintaining positive team relations
 Constantly multi-task and handle competing priorities effectively
 Excellent organizational skills and attention to detail
 Must be detail-oriented, organized, flexible, in a fast pace environment
 Judgment to know when to appropriately escalate issues to senior leadership
 Good diplomatic and communication skills, able to interact effectively with senior management
 Holds to the highest ethical conduct and professional standards
 Dedicated to our people, our clients, and their goals
 Fosters an inclusive and collaborative culture

Qualifications:
 4 year degree or equivalent relevant work experience preferred
 Ability to be accountable to a regular schedule at the specific project location or the main office
 Time management and prioritization skills to ensure deadlines are met while providing accurate deliverables
 Knowledge of Go-to Meeting, Textura, Microsoft Office (Excel, Word, Power Point, & Outlook), and generally technically proficient including with office equipment, copiers, telephone systems, etc.