Project Administrator in Springboro, OH, United States

JOB SUMMARY: The Project Administrator is responsible for compiling, administering, and distributing the necessary documents for job setups and support. 

Key accountabilities in order of priority and with ideal time allocations are:

1.                 

Accurately sets up projects to provide consistent information to support the execution of the job.

(15%)

2.                 

Supports project management by performing and coordinating contract administrative duties to ensure prompt payments.

(20%)

3.                 

Sets up, ensures compliance, and enters and reviews invoices for vendors and subcontractors to meet requirements and ensure they provide the material and services needed to support successful completion of the project.

(40%)

4.                 

Performs special projects to support the completion of company initiatives.

(5%)

 

Note: Twenty percent of time is reserved for ancillary responsibilities, interruptions and unplanned activities.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed are representative of the knowledge, skill, and/or ability required.  Other duties may be assigned.

 

Interpersonal Responsibilities

  1. Establishes cooperative relationships with Project Managers, Estimators and customers to determine project scope and clarify project requirements and resources needed to properly set up jobs. Understands specific customer processes and compliance requirements related to billings, waivers, insurance, and contact information.
  2. Distributes all necessary and requested job paperwork to all required parties.
  3. Collaborates with other Project Administrators to troubleshoot and resolve project matters.

Operational Responsibilities

  1. Performs job setup administrative duties in an accurate and timely manner including creating project binders, generating job numbers, inputting estimation data, documenting job phases, and creating accounts in accounting software; ensures all documents are properly filed.
  2. Coordinates with the insurance company and Estimators to create necessary paperwork for bid bonds.
  3. Creates a crisis plan for new projects; researches and documents emergency care centers, local emergency authorities and local utility departments.
  4. Coordinates the distribution and submission of documents with vendors and subcontractors such as contracts, waivers, notice of furnishings, and notice of commencements.
  5. Participates in the creation and administration of contracts with subcontractors.
  6. Collaborates with the safety team to ensure projects meet regulatory and customer safety requirements; tracks OSHA logs, insurance, and EMR ratings.
  7. Performs administrative duties for safety program requirements for Kelchner employees and subcontractors; coordinates background checks and drug screens; ensures personal protective equipment is available and tracks the completion of safety trainings.
  8. Compiles data, creates, and distributes invoices. Identifies, troubleshoots, and resolves invoice discrepancies through Accounts Payable Associate, Controller, and Project Managers.
  9. Assists in coordinating the payment of vendors and subcontractors; troubleshoots and resolves payment issues; communicates variances or discrepancies in contracts.
  10. Manages the accounts receivable aging process to ensure timely follow-up to support the collection process.
  11. Receives and tracks information and documents for change orders to ensure all changes in scope of work are documented.
  12. Distributes change orders and purchase orders to appropriate subcontractors, suppliers and project team members; verifies quantities and costs.
  13. Updates and corrects payroll phase codes or cost types, verifies data hours and balances with Project Managers for accuracy and submits to Accounting for processing. Coordinates with customers and municipalities on specific requirements and regulations for certified payroll.
  14. Performs additional special projects as required. 

***Authorization to work lawfully in the US without sponsorship from Wood is required



Skills / Qualifications

PERFORMANCE FACTORS: The performance factors described here are core abilities that translate into desired on-the-job behaviors which contribute to the employee successfully achieving the performance objectives of this job and carrying out the assigned responsibilities.

  1. Customer Focus: Consistently places a high value on customers and all issues related to customer; objectively listens to, understands and represents customer feedback; anticipates customer needs and develops appropriate solutions; meets all promises and commitments made to customers.
  2. Teamwork: Respects team members and their individual perspectives; makes team mission and objectives a priority; works toward consensus when team decisions are required; meets agreed-upon deadlines on team assignments and commitments; shares responsibility with team members for successes and failures; keeps team members informed regarding projects; supports team decisions; recognizes and appreciates the contribution of team members; behaves in a manner consistent with team values and mission; provides constructive feedback to team and its members; responds positively to feedback from team members; raises and/or confronts issues limiting team effectiveness.
  3. Flexibility: Responds promptly to shifts in direction, priorities and schedules; demonstrates agility in accepting new ideas, approaches and/or methods; effective in juggling multiple priorities and tasks; modifies methods or strategies to fit changing circumstances; adapts personal style to work with different people; maintains productivity during transitions, even in the midst of chaos; embraces and/or champions change.
  4. Goal Achievement: Establishes goals that are relevant, realistic and attainable; identifies and implements required plans and milestones to achieve specific business goals; initiates activity toward goals without necessary delay; stays on target to complete goals regardless of obstacles or adverse circumstances.
  5. Personal Accountability: Accepts personal responsibility for the consequences of personal actions; avoids placing unnecessary blame on others; maintains personal commitment to objectives regardless of the success or failure of personal decisions; applies personal lessons learned from past failures to moving forward in achieving future successes.
  6. Planning And Organizing: Works effectively within established time frames and priorities; utilizes logical, practical and efficient approaches; prioritizes tasks for optimum productivity; develops procedures, processes and systems for order, accuracy, efficiency and productivity; anticipates probable effects, outcomes and risks; develops contingency plans to minimize waste, error and risk; allocates, adjusts and manages resources according to priorities; monitors implementation of plans and makes adjustments as needed.
  7. Self-Management: Independently pursues business objectives in an organized and efficient manner; prioritizes activities as necessary to meet job responsibilities; maintains required level of activity toward achieving goals without direct supervision; minimizes work flow disruptions and time wasters to complete high quality work within a specified time frame.



Company Overview

Wood is a global leader in the delivery of project, engineering and technical services to energy and industrial markets. We operate in more than 60 countries, employing around 60,000 people, with revenues of over $10 billion.  We provide performance-driven solutions throughout the asset life cycle, from concept to decommissioning across a broad range of industrial markets, including the upstream, midstream and downstream oil & gas, power & process, environment and infrastructure, clean energy, mining, nuclear, and general industrial sectors.  <web address removed>  



Diversity Statement

We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.

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