Project Administrator- Albany, NY

Employment Type:   Full-Time 

FSLA:  Salary/Exempt 

Division: Project Management 

Department: Project Management 

Reports to:  Senior Project Administrator / Project Executive 

Supervisory Duties: No 

The Project Administrator will serve as a well-rounded resource for multiple project teams, providing information and support on processes and procedures, and to help to keep the team organized. 

Responsibilities / Essential Functions 

• Set up and management of Project Management website (Procore). 
• Aid in Owner, Architect, and Subcontractor setup within Procore and Timberline. 
• Upload all project-related documents including drawings and specifications, order drawing sets and specifications books through a reprographics company upon request. 
• Create document logs for contracts. 
• Assist project team with submittal and material delivery log upload and updates, dunning letters. 
• Subcontractor change order processing and tracking. 
• Assist with subcontractor insurance tracking. 
• Finalize Owner contracts and Owner change orders through AIA software. 
• Distribute Raving Fans surveys to clients and executives. 
• Support with receiving/organizing closeout documentation and submitting to client. 
• Review and submit expense reports for Project Management and Project Services Group personnel. 
• Track certified payroll. 
• Site office/trailer setup, order office supplies, shipping labels upon request. 
• Provide assistance with conference call setup, notification, calendar events. 
• Aid in meeting and event preparation, scheduling, and meeting minutes. 
• General administrative support of project team members. 

Key Skills 

• Outstanding attention to detail and an ability to prioritize and work on multiple tasks.  
• Proactive, self-motivated, innovative, collaborative, problem solver.  
• Proven ability to excel in a fast-paced environment.  
• Strong team player with a positive attitude.  
• Strong written and oral communication skills.

Required Experience

• A bachelor’s degree in a relevant field.  
• Proficient in Timberline PM software.  
• Proficient in Procore, or similar program.  
• Proficient in DocuSign.  
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, etc.)