14 days old

Project Field Administrator

Swinerton Incorporated
Atlanta, GA 30303
  • Job Code
We're committed to bringing passion and customer focus to the business.

Primary Location:
Atlanta GA

Additional Job Posting Locations:

Job Description Summary:
To provide administrative support to project management team and to assist in administration of field office to achieve efficient and accurate project documentation.

Job Description:
You Represent:
Swinertons Core Values of Integrity, Leadership, Passion, and Excellence

You Are:

  • An enthusiastic, positive individual with a can-do attitude
  • Committed, tenacious, and persistent in the pursuit of your, your teams, and company goals
  • An ethical individual who is respectful of and respected by others
  • An individual who pays attention to detail in your own and others work
  • A results-oriented individual who is resourceful and creative in overcoming challenges and identifying necessary actions to execute on individual and team objectives
  • Accountable, fulfilling commitments and reaching objectives consistently
  • An individual who is adaptable with a good sense of timing who understands which actions will be most effective at specific moments and can recognize when a situation is urgent
  • A good listener with the ability to build trusted partnerships, internally and externally
  • Professional and able to maintain confidentiality, emotional control, and composure
  • Goal-oriented, setting clear stretch goals for yourself and others and holds others accountable and set high expectations of self and team
  • Someone who is autonomous and willing to make decisions independently when needed
  • Proactive and forward-thinking with the ability to anticipate needs or challenges and provide options to the business
  • Able to work effectively in a fast-paced environment requiring extensive multi-tasking and dealing with unplanned operational needs

Skills You Have:

  • Verbal Communication
  • Written communication
  • Task / Time Management
  • Technology Application
  • Problem Solving
  • Decision Making
  • Analysis
  • Creativity
  • Meeting Facilitation
  • Networking
  • External Awareness
  • Presentation Skills
  • Highly Organized
  • Process-Oriented
  • Practical

Key Responsibilities in the Role:

  • Coordinate submittal process with project team members. Log and track status. Project team members shall include but shall not be limited to subcontractors, material suppliers, architect, engineer, consultants, construction manager, etc.
  • Maintain current set of construction documents to include drawings, spec book if applicable, brand standards, RFIs, addenda, SKs, and change orders. Maintain online plan room drawings for projects in construction. Make sure all subcontractors and working from the current set of drawings. Log and track drawing distribution
  • Prepare and maintain RFI logs on CMiC system. Transmit and distribute submittals. Prepare and maintain submittal logs. Create presentations as requested.
  • Update calendars and schedule meetings for jobsite team(s). Plan meetings as request.
  • Prepare and issue all Master Subcontract Agreements (MSA), Work Orders, Purchase Order Agreements, Short Form Agreements (SFA), Professional Services Agreement, and Rental Agreements including assisting Project Manager with all agreement attachments. Assist with the change order process as requested after COR approval including the reparation and issuance of Subcontractor Change Orders as requested. Assist project team members with contract administration and commitment document control.
  • Submit and reconcile expense reports through Certify
  • Greet and welcome guests as soon as they arrive at the jobsite. Direct visitors to the appropriate person and office. Provide basic and accurate information in-person as appropriate.
  • Coordinate with Gallagher to enroll all subcontractors/sub-tiers in CCIP
  • Assist with AP invoices. Works directly with Accounting to make any necessary adjustments to actual costs in terms of proper coding and distribution. Implements cost and accounting procedures and ensures that all expenditures are properly coded and dispersed into proper workflow.
  • Prepare and submit monthly billings. Monitor accounts receivable effectively, ensure accuracy of reports, advise Operations. Assist manager/operations controller with the AR status and collections.
  • Assist in compiling billings, lien releases and certified payrolls, as applicable
  • Ensure that information on Corporate reports (e.g. billings, cost, A/R) are correct and agrees with Division records.
  • Ensure that cost reports and owner billings are properly set up at job start to comply with contractual requirements.
  • Write and distribute email, correspondence memos, letters, faxes and forms accurately and timely.
  • Receive, sort and distribute daily mail/deliveries. Keeps information confidential.
  • Take appropriately detailed and accurate meeting minutes as requested.
  • Answer, screen and forward incoming jobsite phone calls. Provide basic and accurate information to callers as requested and appropriate.
  • Enter and Maintain projects contact lists in CMiC and elsewhere as required.
  • Create Owners forms as required for reporting purposes. Assist project team members with document control, spreadsheets, releases, prelims, subcontractor prequal, bonds, insurance/insurance program enrollments, daily reports, and assist project team with other processes where requested.
  • Order jobsite office supplies and keep inventory of stock. Ensure adequate supplies and materials at all times.
  • Assist in obtaining all documents required for the project compliance. Update and monitor compliance log in CMIC.
  • Monitor contract status, Create Monthly Draws, Invite Subcontract to invoice, Print draw documents for review by project team.
  • Manage contract and price negotiations with office vendors, service providers and office lease. When applicable use Swinerton negotiated national accounts and vendors. Liaison with facility management vendors, including parking, cleaning, catering and security services. A list of vendors, with phone numbers and emails should be maintained.
  • Ensure jobsite office is tidy, clean, and presentable. Order cleaning and storage materials as necessary to maintain an organized site office.
  • Onboard hourly craft employees and provide assistance to craft services.

Minimum Skills or Experience Requirement:

  • Bachelors Degree in Business, Construction Management or business-related industry experience preferred
  • Minimum of 3-5 years of construction project administration
  • Willingness to learn and use technology and business critical programs
  • Advanced knowledge and use of Microsoft Suite, iPads & AV equipment.
  • Knowledge of CMiC and Textura preferred
  • Proficient in use of general office procedures and office machines
  • Specific local market knowledge and professional relationships in the Southeast region
  • Reliability, dependability and flexibility
  • Assertive and able to communicate at a high level
  • Effective interpersonal skills

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!

Posted: 2020-03-15 Expires: 2020-04-13
Sponsored by:
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Sponsored by:
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Project Field Administrator

Swinerton Incorporated
Atlanta, GA 30303

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