Project Administrator

Job Description

We are seeking a detail-oriented and proactive Project Administrator to join our small, dynamic team. The ideal candidate will support the Project Manager in various project tasks, ensuring smooth operations and effective communication. This role is essential in facilitating project start-up, maintaining project documentation, and supporting office administration.

Responsibilities

• Facilitate project start-up tasks, including printing construction documents and generating project-specific templates.
• Assist the Project Manager in distributing RFI’s and maintaining the RFI Log.
• Prepare and distribute submittals, maintaining the submittal Log.
• Generate and manage all subcontract administration and templates.
• Implement organizational systems for retrieving and delivering project information.
• Prepare weekly and monthly project status reports.
• Collect and review subcontractor payment applications and lien waivers.
• Gather certificates of insurance and W9 information from subcontractors and vendors.
• Attend project meetings and assist in project budget management.
• Assist in owner change requests and subcontract change orders.
• Coordinate purchasing and shipping of materials and submittals specific to projects.
• Assist in project close-out and obtain all required warranties and O&M manuals.
• Maintain job files and as-built documents.
• Manage the file-sharing site for posting bids and sharing project documents.
• Prepare project close-out documentation and hand off.
• Manage office administrative tasks, including answering phone calls and directing clients and vendors.
• Organize and maintain office supplies.
• Oversee company events, ordering, and apparel store.
• Reflect the company’s core values through work practices and attitude.
• Provide support to the accounting department, including scanning and coding invoices.

Essential Skills

• Proficiency in project coordination and administration.
• Excellent skills in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Strong customer service and administrative support skills.
• Experience in data entry and construction management.
• High School Diploma.
• Minimum of 1-year comprehensive construction management experience, preferably in commercial construction for multi-family, retail, and/or high-rise projects.

Skills & Qualifications

• Proficiency in Adobe Acrobat or Revu Bluebeam.
• Experience with Timberline or Sage systems (preferred, but not required).

Work Environment

Our small office consists of 15 employees who work closely together. Our workplace promotes autonomy and encourages driven individuals to learn, take on more responsibilities, and contribute to team goals. The competitive mindset is highly valued. Our office features a gym in the basement that employees are encouraged to use during the workday. We have a culture committee focused on improving office culture and employee retention.

Pay and Benefits

The pay range for this position is $50000.00 - $60000.00/yr.

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Workplace Type

This is a fully onsite position in Des Moines,IA.

Application Deadline

This position is anticipated to close on Mar 31, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent
• Maintaining an inclusive environment through persistent self-reflection
• Building a culture of care, engagement, and recognition with clear outcomes
• Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.