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Project Administrator

Location: 

Raleigh, NC, US, 27607


Best People + Right Culture. These are the driving forces behind JE Dunn’s success.

 

By hiring inspired people, giving them interesting and challenging work, enabling them with innovative tools, and letting them share in the company’s rewards, we’ve found a sustainable way to grow in our industry for the last 90+ years.

 

Our diverse teams around the country strive to enrich lives through inspired people and places every day, and we need inspired people like you to join us in our pursuit of building perfection.

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 
•    Actively participates in all aspects of the project-specific safety plan and culture.
•    Collects, processes, inputs, organizes and files data and documentation from various sources and stakeholders as requested by project management team and/or as warranted by established business processes, in order to support the administrative, documentation, data, reporting, compliance and communications needs of projects.
•    Processes information within specific timeframes in order to maintain efficiency and timeliness of documentation, submissions, communications and reporting.
•    Organizes information into standard formats and reports in various systems and locations such as the project dashboard, CMiC, etc.
•    Coordinates electronic submission of project documentation. Prepares routine correspondence (such as letters, emails, meeting notes and proposals) and reviews outgoing materials for conformance with best practice standards and formats.
•    Creates new potential change items (PCIs) and follows up as needed.
•    May support 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, with deliverables such as issuing bond memos, setting up subcontractors in project management systems, granting system and dashboard access to stakeholders, preparing and organizing various components of the contracts and processing final contract documentation.
•    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 and monitors and/or collaborates with project accounting to ensure necessary documentation (such as insurance certificates, bonds, lien waivers, affidavits, etc.) meets compliance requirements before releasing checks to contractors.
•    Contributes to effective, accurate, organized and timely access to information and communications by all stakeholders throughout the project. Key deliverables include creating and updating contact information and distribution lists, creating agendas and meeting notes, collecting and recording various project and compliance documents (such as insurance certificates, certified payrolls, affidavits, performance and payment bonds, etc.) and generating various reports, emails and letters.
•    Processes and distributes incoming communications (e.g., mail, email, fax) in a timely manner and responds to routine requests that do not require the supervisor’s attention.
•    Provides timely and effective communication via email, telephone, etc. to internal staff and external customers and subcontractors.
•    May receive and direct incoming telephone calls and visitors.
•    May provide switchboard relief and/or additional administrative support to other functions to help meet business and staffing needs.
•    Demonstrates a positive and professional attitude, maintaining composure under pressure.
•    Shares subject matter expertise in order to support teamwork and deliver results.
•    Demonstrates willingness and ability to work collaboratively and cross-functionally to obtain information or solve problems in support of the team’s goals.

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 and assembling owner billings as coordinated with project team.  
•    Creates advanced and/or 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, models 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 in order to promote productivity and quality outcomes.
•    Provides informal and formal leadership, including mentoring and training, among team members and peers.
•    Supports various administrative needs for the project team as needed, such as arranging team member travel, managing expense reporting and input and submission of payment applications.
•    Assesses priorities and competing demands and adjusts allocation of time and resources to increase efficiency and effectiveness.
•    Demonstrates positive approaches to adapting to change.  Supports project, work program and corporate change initiatives.
•    Collaborates with and provides support to teams, serving as a back-up when warranted by business needs.

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 – Intermediate
  • 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 – Intermediate
  • Knowledge of administrative, office and general accounting procedures and standards – Intermediate
  • Ability to conduct effective presentations – Intermediate
  • Ability to provide informal and formal leadership, including mentoring and training, among team members and peers
  • Proficiency in project management and accounting software, such as CMiC – Advanced
  • Knowledge of organizational structure and available resources – Intermediate
  • 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)
  • Associate’s degree in office administration or related field (Preferred)
  • In lieu of the above requirements, equivalent relevant experience will be considered.

Experience

  • 8+ years administrative support experience (Required)
  • 3+ years previous experience working in construction industry (Required)
  • 2+ years people management experience (Preferred)
  • 2+ years life science experience (Preferred). 

Working Environment

  • Must be able to lift up to 10 pounds
  • May require periods of travel
  • Must be willing to work non-traditional hours to meet project needs
  • Normal office environment, but may be exposed to extreme conditions (hot or cold)
  • Frequent activity: Sitting, Viewing Computer Screen
  • Occasional activity: Standing, Walking, Bending, Climbing, Reaching above Shoulder, Pushing, Pulling

 

JE Dunn Construction is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer and it is our policy to provide equal opportunity to all people without regard to race, color, religion, national origin, ancestry, marital status, veteran status, age, disability, pregnancy, genetic information, citizenship status, sex, sexual orientation, gender identity or any other legally protected category. JE Dunn Construction is a background screening, drug-free workplace.

 

JE Dunn provides reasonable accommodations to qualified individuals with disabilities. If you would like to request a reasonable accommodation in order to apply for a job, please submit your request to accommodations@jedunn.com

 

JE Dunn Construction Company does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of JE Dunn Construction without a prior written search agreement will be considered unsolicited and the property of JE Dunn Construction Company.  Please, no phone calls or emails.



JE Dunn Purpose Badge

Why People Work Here


At JE Dunn we offer our employees an inspired place to enrich their life and the lives of those around them

Building on our rich history, our employee owners are shaping the future of JE Dunn. In our team-focused environment we do life together and are generously rewarded for our efforts



About JE Dunn


    Founded in 1924, JE Dunn Construction is a family and employee-owned general contractor with expertise in construction management services, design-build, and integrated project delivery. We deliver transformational solutions to our clients with certainty of results in our pursuit of building perfection.

    Facts
    • 95+ Years of Construction Experience
    • 25 Office Locations
    • Annual revenues in excess of $4 billion
    • Consistently ranked Top 25 of the 400 largest general contractors nationwide by Engineering News-Record
    • Consistently ranked Top 15 for domestic building by Engineering News-Record
    • 2500+ Employee Owners work at JE Dunn


EEO NOTICES

Know Your Rights: Workplace Discrimination is Illegal

Pay Transparency

E-Verify

JE Dunn participates in the Electronic Employment Eligibility Verification Program.

E-Verify Participation (English and Spanish)

Right to Work (English)

Right to Work (Spanish)


Nearest Major Market: Raleigh