Project Administrator

Summary

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J. Derenzo Co. is seeking a detail-oriented and proactive Project Administrator to support our project management team. This role is critical in ensuring smooth coordination between field operations, subcontractors, vendors, and clients. The ideal candidate will have strong organizational skills, construction industry experience, and the ability to thrive in a fast-paced, dynamic environment.

About the Role

This role is critical in ensuring smooth coordination between field operations, subcontractors, vendors, and clients.

Responsibilities

• Project Coordination
• Assist Project Managers in planning, scheduling, and tracking project milestones.
• Maintain project documentation including contracts, change orders, RFIs, submittals, and close-out packages.

• Purchase Orders
• Enter purchase orders into Sage 300 CRE following project management approval.
• Commit costs and allocate to appropriate job codes.
• Maintain and update buyout logs; distribute to vendors and archive in project folders.

• Change Order Requests (CORs), Proposal Requests (PRs), and Invoices
• Maintain and update tracking logs, including Slip Logs and ACH Logs.
• Prepare pricing and route documents for project manager approval.
• Scan and submit slips and supporting documentation to project owners as required.

• Surety Bonds
• Coordinate bond requests with the insurance broker.
• Manage execution process including obtaining signatures and corporate seals.
• Scan and distribute finalized documents via mail and digital archive.

• Certificates of Insurance (COI)
• Process and track COI requests to ensure subcontractor and vendor compliance.

• OCIP / CCIP Administration
• Submit monthly workers’ compensation reports as required by Owner Controlled or Contractor Controlled Insurance Programs.
• Assist with job setup and close out procedures.
• Manage insurance documentation and subcontractor compliance paperwork.

• Subcontract Administration
• Process and issue subcontracts and subcontract change orders.
• Track and follow up on outstanding COIs, executed subcontracts, and change orders.
• Manage tax-exempt forms and ensure proper documentation is on file.

Qualifications

• Bachelor’s degree in Construction Management, Business Administration or related field preferred.
• Work experience as a Project Administrator, Project Coordinator or similar role.

Required Skills

• Proficiency in Sage 300 CRE, Procore, Heavy Construction Systems Specialists (HCSS) or Construction Link preferred.
• Proficiency in Primavera or Microsoft Projects is a plus.
• Solid organization and time management skills.

Preferred Skills

• Experience in the construction industry.
• Strong organizational skills.