Construction Project Administrator

The Project Administrator is responsible for providing onsite administrative and accounting support to our Construction Project Management Team.              

• Coordinate with project team to oversee/process day-to-day administration for Job/Project: Including ordering and maintaining all office supplies, expense reports, payroll, and mail
• Process all paperwork associated with projects, such as Trade Subcontractor Invoices/Pay Apps, certificates of insurance and bonds, onsite payroll, lien waivers, Owner Pay Applications, and miscellaneous vendor requirements
• Help manage Subcontractor workflow as it relates to review & approval process of Trade Subcontractor
• Work in conjunction with Project Manager’s, Superintendents, Engineers and Project Accountants and other Departments to complete project needed tasks

• To assist with the control of all financial and commercial aspects of construction related contracts
• To assist in the production of supporting financial information for T5 Construction related projects
• To maintain and update both manual and computer records relating to T5 Construction contracts
• To prepare and issue predefined reports, which form part of the contract and customer requirement
• Liaise closely with the Project Manager, ensuring accurate processing of quotations and purchase orders, invoices, time sheets and PTO records
• To undertake general office duties involving T5 Construction related contracts, to include:

• Correspondence and filing
• Minutes of meetings
• Preparation of reports and documentation
• Updating of electronic records
• Material ordering and administration
• Vendor administration
• Raising purchase orders and ensuring that purchase orders are updated when changes required.
• Production of valuations and presentations of results
• Contract renewal documentation
• Quote logging and processing
• Process of timesheets from engineers, chasing and checking quality of data
• Contract set up (PPM/ System support)
• Application of Billing preparation
• Contract escalation process and updates

• To manage the Accounts Payable process for the contract which includes:

• Upload, index and code A/P invoices and work with Managers to facilitate timely A/P workflow approvals within Procore approval systems
• Set up executed purchase orders in Procore for accurate application and tracking of contract operating and capital expenditures
• Interface with vendors, customers, executives, facility management leadership, and internal finance team to address and resolve any inquiries or issues
• Respond to vendor inquiries and reconcile vendor statements
• To enable full auditable trails with, for example but not limited to, invoices, timesheets, material orders and goods received note
• To be responsible for the closeout documents to hand over to client at the end of the project.
• All other work as assigned by T5 Construction project/executive leadership