Job Details

JOB TYPE: Full-time

DEPARTMENT: Project Management

POSITION REPORTS TO: Project Manager

POSITION LOCATION: Poway, CA

JOB DESCRIPTION: A project administrator supports project managers, project coordinators, and construction project teams by managing the logistical and administrative aspects of projects. They ensure that all project activities are organized, on schedule, and within budget. Project administrators play a key role in facilitating communication between team members and stakeholders, keeping projects on track from start to finish.

ESSENTIAL JOB FUNCTIONS:

MANAGING PROJECT DOCUMENTS:

• Set up project in Project Site; Add project users (i.e. project execution team, subcontractors, Owners, etc.), as applicable.
• Request/obtain insurance certificate for project.
• Verify/obtain city business license for project.
• File Preliminary Notice.
• Provide prelim notice information to subcontractors/vendors.
• Setup subcontractors' contracts in the project management module of Jonas.
• Create physical project folders for Foremen and Superintendents to keep jobsite documents organized and easily accessible.
• Assist in maintaining project documentation, including contracts, RFIs, submittals, permits, and change orders. This should also be on the PC JD. Maintain and update project documentation, including contracts, RFIs, submittals, change orders, and meeting minutes.
• Maintain organized project files, both digital and physical, ensuring accessibility and accuracy.

MONITOR PROJECT PROGRESS:

• Track project milestones, deliverables and deadlines.
• Set up technician certification training, send training information to each technician, and update/file technician certifications in the Project Site.
• Assist with resource tracking (budget, equipment, personnel).

RISK MANAGEMENT:

• Record and monitor issues or risks raised during the project.
• Escalate concerns to the project manager as needed.

OTHER DUTIES:

• As directed by project managers and coordinators, process POs for project materials not managed by the procurement team; monitor and closeout POs in Jonas on a timely basis.
• Process per diem requests.
• Coordinate with project managers and accounting to ensure that all project transactions pertaining to month-end close are completed per the month-end close calendar provided by accounting.
• Support and assist project managers with monthly billing to ensure billings are submitted in accordance with contract requirements and internal Standard Operating Procedures (SOPs). Other duties as assigned by project coordinators and/or project managers.

ADDITIONAL JOB FUNCTIONS FOR A SENIOR PROJECT ADMINISTRATOR (Project Administrator II)

• As assigned by the Project Managers and/or Coordinators, begin to work on Project Coordinator job functions in preparation for advancement.

EXPERIENCE AND ABILITIES:

• 2 years of experience in project management, preferably in the construction industry.
• Must have a high school diploma or general education degree (GED).
• Strong organizational and time management skills, with the ability to manage multiple tasks and projects simultaneously.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively with team members and stakeholders.
• Proficiency in project management software and tools.
• Ability to analyze project data and generate reports for project managers and customers.
• Detail-oriented mindset with strong problem-solving abilities.
• Understanding of project management methodologies and best practices.
• Ability to work independently and take initiative when necessary.
• Familiarity with budgeting and financial tracking for projects.
• Strong English written and verbal communication skills, including excellent grammar, punctuation, and sentence structure.
• Good team player; must have a good attitude and be approachable. Ability to work autonomously and as a team; self-motivated.
• Proven history of being reliable and dependable.
• Proficient in Microsoft Office, including Word, Excel (pivot tables, v-lookup), and Outlook. Experience with ERP systems a plus.
• Spanish fluent speaking skills desirable.

JOB SAFETY REQUIREMENTS

• Follow and promote all safety protocols during work hours while working, driving, loading, lifting, moving any tools, equipment, furniture, or storage units.
• When required, wear safety boots and other Personal Protective Equipment (safety vest, safety glasses, noise protection, fall protection, etc.).

CORE VALUES:

• Must support and abide by our Core Values.
  1. Be Passionate
  2. Earn Trust with Action
  3. Deliver Exceptional Value
  4. Be Humble
  5. Create Shared Success

CORE COMPETENCIES:

• The following core competencies are essential for success in the role.
  1. Safety
  2. Communication & Listening
  3. Job Knowledge
  4. Customer Service
  5. Teamwork
  6. Dependability
     1. Initiative & Results Orientation
     2. Project and Task Management

ESSENTIAL PHYSICAL DEMANDS:

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job Environment:

While performing the duties of this job, the employee is regularly required to sit, to use hands to type or to handle or feel and is required to talk and hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand, walk, stoop, kneel, crouch or crawl. The employee may occasionally lift and or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus, particularly in use of computer monitors. Hearing abilities required by this job are within moderate noise level exposure, with or without correction.

TRAVEL REQUIREMENTS: Up to 10%.

OTHER INFORMATION:

• Drug-testing and proof of citizenship or immigration status is a requirement of employment. The Everify system is used to confirm employment eligibility.
• Western Pump is an equal opportunity employer; all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristics protected by federal, state, or local laws.