Ultimate Staffing · 2 days ago
Project Admin opening in San Francisco or San Jose
San Francisco County, CA
Full-time
Hybrid
Mid Level
$35/hr - $40/hr
3+ years expUltimate Staffing is seeking a Project Administrator for a construction company with offices in San Francisco and San Jose. This role involves providing general project management, organizational, and administrative support to the Project Manager and Project Team.
ManufacturingHuman ResourcesEmploymentStaffing Agency
Hiring Manager
Ryan Micallef
Responsibilities
May work directly with the Client, Contractors and external team members
Build and maintain collaborative relationships with internal and external stakeholders
May work directly with project engineers to produce reports, logs or other project materials, as assigned by the Project Manager
Works with Project Managers to resolve priorities
Meets schedules. Advises project team members and Project Managers when there may be a problem in meeting an upcoming deadline
Coordinate project meetings and project deliverables
Attends all project meetings, records meeting minutes, and distributes them to the project team. May present on project administration processes if required
May lead design team calls in Project Manager's absence if required
Assists the Project Manager in preparation of materials for meetings
Assists Project Managers with the preparation and development of project planning and monitoring tools
Maintain the team calendar and advise project team of upcoming deadlines
Available during regular business hours to meet and respond to the needs of clients and to be available to AT staff, and as needed beyond regular business hours when necessary
Assists in producing site Observation Reports for AT team members
Assists Project Manager in scheduling and coordinating project Construction Administration meetings
Processes all RFIs, and Submittals and maintains Construction Administration database and/or logs daily
Coordinates and facilitates production of multi-author RFI responses to ensure consistency, cohesion, and timeliness of response
Generates regular reports on CA documents response times and lateness
Maintains project-filing systems and keeps all Project CA Records current and in order:
Files Submittals and RFIs on a timely basis
Files meeting minutes of CA phase project meetings
Coordinates and processes outgoing reviewed Submittal Packages
Contacts Owner, Architect, GC or Subs to help resolve confusion and obtain additional information, as needed, to help process RFI's or submittals
Issues weekly "Open Items" emails to each team member, by discipline
Proactively follows up with all team members on open RFIs and Submittals or other action items on a weekly or even daily basis as needed
Attends and is an active participant in Project Construction Administration Meetings, including but not limited to weekly OAEC meetings, weekly CA Log review meetings and weekly design team meetings during the CA phase and other meetings as appropriate
Assist the PM in coordination of team site visits with the GC/Architect/Owner and internally with the AT Travel Agent
Assists the PM in the planning and execution of any large Owner/GC Design Review meetings held on site, as well as attend these meetings
Familiar with Document Control and Change Management
May lead weekly Change Management calls with the Client and GC
May lead Change Management and Document Control activities within the design team
Assists Project Manager in coordinating Project Output, including reports and formal design package issuances such as Design Milestone Issuances and Bulletins
Coordinate and facilitate production of multi-author documents to ensure consistency, cohesion, and timeliness
Project Word Processing: Specifications, correspondence, memos, meeting minutes, and many other forms of Project Documentation
Knows and uses the format and style that the firm wishes to use in the preparation of contract documents and correspondence
Knows all the commands in the word processing software package and how to produce contract documents using the word processor and the printer
Proofreads own work. May proofread others' work as requested
Knows where to locate examples of common contract language (boilerplate) and how to insert this language into the reports at the proper place
Assemble and format Documents to conform to project or business requirements
Work with management to develop Word, Excel, and PowerPoint templates for Documents to provide consistency and to improve efficiency and accuracy
Maintains project-filing systems and keeps all Project Records current and in order:
Files Project Records on a timely basis
Files the master copy of a Project Document
Identifies and holds any Project Output that has not been verified at the point of issue by required Project QC methods
Reviews with Project Manager any required action for Project Output that has not been verified
Qualification
Required
Must have 3-5 years of construction administrative or clerical experience
Associates degree related to Business Administration, Construction, or Project Management required or the equivalent work experience
Ability to maintain confidentiality and exercise extreme discretion
Proficiency in spreadsheet/database software, MS Office Suite and Bluebeam
Excellent proofreading skills
Proficiency in spreadsheet and database software
Proficiency in Newforma
Basic Proficiency in MS Word
Basic Proficiency in MS Excel
Highly organized, good time management skills
Excellent communication skills
Meets Deadlines
Preferred
Previous project coordination experience and familiarity with construction is a plus
Procore, ACC, Bluebeam and PlanGrid experience preferred
Company
Ultimate Staffing
Ultimate Staffing specializes in clerical, administrative, customer service, and manufacturing and production positions.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Lisa Marez
Partnership Director
Company data provided by crunchbase