Project Administrator - Dallas

Role Summary

The Project Administrator will provide advanced administrative support to internal and external project management team members and all other project stakeholders for a greater volume of projects and/or larger, more complex projects.  This position will collect, process, input, organize and file data and documentation from various sources and stakeholders in order to support the administrative, documentation, data, reporting, compliance and communications needs of projects. This position will demonstrate subject matter expertise and influence others to impact teamwork, continuous improvement and learning and development. All activities will be performed in support of the strategy, vision and values of JE Dunn.  

• Autonomy & Decision Making: Makes decisions on routine matters, provides recommendations to supervisor and refers all exceptions to supervisor.
• Career Path: Senior Project Administrator

Key Role Responsibilities - Core

PROJECT COORDINATOR – CORE 
•    Utilizes responsibility matrix (WorkSmart) to ensure alignment with ongoing business process improvement efforts, supporting full project lifecycle.
•    Collects, processes, inputs, organizes and files data and documentation from various sources and stakeholders as requested by project management team in accordance with established business processes.
•    Processes information within specific timeframes in order to maintain efficiency and timeliness.
•    Provides timely and effective communication to internal and external stakeholders.
•    Supports project management during the bidding process, with deliverables such as creating bid invitations, preparing specifications documents, addressing regulatory and compliance requirements and creating, tracking and following up on bid communications.
•    Supports project management during the award process by;
o    Issuing and/or preparing bond memos 
o    Setting up, issuing, and fully executing subcontracts
o    System access to dashboards
•    Organizes information into standard formats and reports in various systems and locations such as the project dashboard, CMiC, electronic signature tools, etc. Maintains documents per established file structure.
•    Coordinates submission of project documentation per project requirements. Prepares routine correspondence (such as letters, emails, meeting notes and proposals) and reviews outgoing materials for conformance with best practice standards and formats.
•    Creates and distributes potential change items (PCIs) and requests for information (RFIs). Follows up as needed to include pricing efforts and distribution of change orders.  
•    Supports project management with project deliverables, such as managing information on the project dashboard and electronically processing various documents (such as submittals, pay applications, bills of sale, compliance documentation, requests for information and change documents).
•    Tracks, monitors and/or collaborates with internal stakeholders to ensure necessary documentation (such as badging, certified payroll, diversity reporting, insurance certificates, bonds, lien waivers, affidavits, etc.) meets compliance requirements before releasing payments to subcontractors.
•    May receive and direct incoming telephone calls and visitors or provide additional administrative support to other functions to help meet business and staffing needs.
•    Shares subject matter expertise to support teamwork and deliver results.
•    Utilizes discretion and integrity with highly confidential and sensitive information.
•    Demonstrates commitment to the highest standards of customer satisfaction by displaying courtesy and sensitivity and responding promptly to customer needs. 
•    Manages difficult or emotional customer situations promptly and efficiently. 
•    Meets client commitments; recognizes and acts upon service opportunities. 
•    Solicits and applies feedback to improve quality and service. 
•    May support various administrative needs for the project team as needed, such as arranging team member travel, managing expense reporting, etc.

Key Role Responsibilities - Additional Core

PROJECT ADMINISTRATOR
In addition, this position will be responsible for the following:

•    Responds to business needs and requests from various stakeholders, often with limited information. Takes steps to gather knowledge and information necessary to complete non-routine and more complex tasks.
•    Prepares advanced technical and non-technical correspondence such as changes in product requirements and non-standard communications, using a significant degree of independent thinking and ad hoc writing skills.
•    Responsible for in depth knowledge and independently modifies and compiles potential change items (PCIs) such as entering dollar amounts, generating change orders, and uploading supporting documentation.
•    Responsible for preparing, assembling, and submitting owner billings as coordinated with project team.
•    Creates advanced and custom reports as needed, using business acumen and a deeper knowledge of more advanced project systems and information.
•    Adapts to change, constantly assessing priorities and competing demands and adjusts allocation of time and resources to increase efficiency and effectiveness in a highly dynamic and fast-paced work environment.
•    Processes a higher volume of more complex requests to support project needs.
•    May lead and/or co-facilitate training for project teams and help to develop training plans and materials.
•    May have direct oversight of one or more Project Coordinators to ensure consistent business processes and business needs are met in a timely manner.
•    Adheres to processes and communicates information about best practices and changes to support an environment of quality and continuous improvement amongst team members.
•    Identifies and recommends opportunities for process improvement to promote productivity and quality outcomes.
•    Provides informal and formal leadership, including mentoring and training, among team members and peers.
•    Collaborates with and provides support to teams, serving as a back-up to project teams when warranted by business needs.
•    Acts as a point of escalation for business process and project team support issues.
•    Acts as a point of contact for technical and non-technical system knowledge issues.
•    Experienced with performing work tasks associated with full project life cycle.

Knowledge, Skills & Abilities

• Ability to perform work accurately and completely, and in a timely manner
• Communication skills, verbal and written – Intermediate
• Proficiency in MS Office – Advanced
• Organizational skills – Intermediate
• Ability to deliver quality through attention to detail – Intermediate
• Strong business acumen and critical thinking ability
• Knowledge of dashboards, file structures, TPS, PowerBI, Sharepoint – Intermediate
• Ability to learn and use a variety of software, tools and systems necessary to meet business needs – Advanced
• Knowledge of construction industry terminology and documents – Advanced
• Knowledge of administrative, office and billing procedures – Intermediate
• Ability to conduct effective presentations – Intermediate
• Proficiency in JE Dunn project management software – Advanced
• In depth knowledge of organizational structure and available resources
• Ability to quickly and effectively solve complex problems – Intermediate
• Ability to build relationships and collaborate within a team, internally and externally

Education

• High School Diploma or GED (Required)
• Bachelor’s degree in business administration, construction, or related field (Preferred)
• In lieu of the above requirements, equivalent relevant experience will be considered.

Experience

• 8+ years administrative or clerical support experience (Required)
• 5+ years construction project support experience (Required)
• 3+ years people management experience (Preferred)

Working Environment