Summary: At Paryani Construction our goal is to build a sustainable future. Our core employee values are in making quality personal and culture, to be relentless about improvement, honoring our commitments, and enjoying life outside of work.
Primarily responsible for providing administrative support for construction project managers. This position will be responsible for uploading project job cost start up in Acumatica, preparing project paperwork for subcontracts, processing Certificates of Insurance, purchase orders and recording documentation in Procore. The project Coordinator will also assist in project closeout activities gathering and distributing the required project documents.
The Project Administrator serves as a point of contact for vendors, customers, employees, and the public. It's important in this role that you present a friendly and professional image of the company, whether the interaction is over the telephone or in person. Accuracy, attention to detail, problem solving, and consistently following process and procedure are critical for success in this role.
Essential Duties & Responsibilities:
Assist Project Management team with job startup, meetings, communications, and administrative items.
Drives the execution and distribution of subcontracts, change orders, purchase orders.
Assist Project Management team with job cost accounting for multiple projects to include subcontractor AP processing, client invoicing, and budgeting.
Ensure existing project accounting policies and procedures are effectively communicated and enforced.
Assists Project Managers with submittals and ensures secure mailing and distribution through Procore.
Support Project Managers with job closeouts (As-Builts/Warranties/Drawings).
Communicates in a timely and professional manner with Project Managers on discrepancies or when input is needed.
Responsible for administrative functions such as word processing for Project Managers on correspondence and project paperwork. Preparation and distribution of printed materials for meetings.
Coordinates with Project Managers and attends weekly production meetings and project kick off meetings. Takes minutes and distributes minutes and updates milestone reports. Reviews project requirements and prepares internal questions / other items for discussion / clarification in client kickoff.
Maintains detailed paper and electronic filing systems, including subcontracts, PO's, contact lists, contract logs, drawing lists, etc. within Procore
Supports project and corporate accounting effort through the processing of subcontractor/supplier invoices, compilation of pay applications and certified payrolls and submittal of same to proper agency authorities
Supports data entry and document management in Procore, various project management spreadsheets, etc.
Manages bond and insurance application and tracking processes.
Knowledge, Skills & Abilities:
Proficiency in internet applications and MS Office Software (Outlook, Excel, Power Point, Word). Bluebeam, Adobe Pro.
Proficient in Procore and Acumatica or comparable software preferred.
Proficiency with English language including effective oral and written communication skills is a must.
Ability to manage multiple, simultaneous, competing priorities relative to overall corporate, client, and project needs and success with limited direction / oversight.
Knowledge of A/E/C Industry and terms commonly utilized. Clear understanding of contract types (Construction Manager as Agent, Guaranteed Maximum Price (GMP), Lump Sum, Cost Plus).
Ability to interact effectively with all levels of the organization in a fast-paced environment.
Self-starter with ability to work in both team and individual environments.
Possesses a high degree of emotional intelligence.
Takes initiative in ensuring activities are complete and scheduled deadlines are met.
Excellent follow-up and organizational skills.
Effective analytical and problem-solving skills.
Retrieve and compile information
Verify data and information
Organize and prioritize information/tasks
Operate office equipment
Other duties may be assigned as company needs dictate. Must be able to pass a drug screen test and criminal background check. Management reserves the right to modify this job description at any time and at their discretion.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must be able to receive Notary Public Designation.
Education: Bachelor's Degree or equivalent work experience required.
Experience: Four (4) or more years related experience. 2-5 years Construction or project-related accounting desired. OTHER | U.S. Citizenship and ability to obtain basic security clearance required. Must be able to read, write, and speak English fluently.
Paryani Construction offers a competitive total benefits and compensation package including performance-based bonuses, premium health care coverage including vision and dental, employer-matched 401(k), paid holidays and time-off, and other voluntary benefits and leave types. The determination of salary is based on the candidate's individual professional experience, qualifications, education, skills, and training.