Project Administrator

About the role

The Project Controls Specialist II performs all functions of the position with minimal supervision and is responsible for the technical support of the project controls function on projects and proposals. Project Controls provides the tools and systems necessary to manage effectively and proactively, control, and report on cost and schedule for concurrent projects throughout the organization. Essential Duties and Responsibilities Services include planning, cost, and schedule (work breakdown structure) metrics and tools, collecting performance data (installed quantities, expended labor hours, and other progress measurements for direct hire and subcontract work), tracking data (daily cost compilation and monitoring), analyzing (earned value, productivity, and risk analysis), and reporting. Assist the Project Manager with tracking all changes or potential changes to the project scope and supports estimates of cost changes and schedule impact. Integrates cost and schedule data and reporting with the company's accounting and management information systems to facilitate meeting company performance and financial goals. May support change control management, document control management, and critical path method network analysis. Works closely with assigned Project Manager and project teams on all assigned projects to satisfy project controls requirements. Reviews project contractual requirements and follows through to ensure compliance. Receives and distributes all incoming and outgoing project correspondence. Serves as the client contact when Project Manager is unavailable. Prepares and maintains assigned Project Manager's Project book, when required. Manages the systematic retention, protection, retrieval, transfer, and disposal of technical data and correspondence in assigned Project Manager's area. Assists Project Managers in preparation of budgets, project plans, meeting minutes, AIA contracts, reports, proposals, responses to Review comments, and other required project documentation. Coordinates and distributes design submittals including compiling drawings, specifications, cost estimates, calculations, design analysis and reports for contractual submittals to clients. Notifies team members of quality and submittal requirements and deadlines. Prepares project requisitions for new projects. Prepares P.O. requests for sub-consultants. Sets up and maintains project team and project center administration in Newforma. Prepares QC report for all design submittals, assembles QC documentation, and prepares for archival. Sets up and maintains Project Schedules on all assigned Project Manager's projects. Fully understands definitions, terms, use and procedures for shop drawings, RFIs, ASIs, RFPs, record drawings, LTs, Green Sheet, Quality control, etc. Schedules and coordinates all team meetings and site visits. Attends meetings and records minutes when required. Handles all Construction Administration requirements, such as, but not limited to, revisions ASIs, PRs, change orders, pay requests, RFIs, shop drawings and punch lists. Sets up and maintains project logs including Revision log, ASI log, Supplemental Sketch log, etc. Handles Bid Phase administration by preparing log for release of bid documents and addendum. Attends bid opening, when required. Releases and returns plan deposit checks back to bidders, per instruction in Bid Documents. Responsible for job specific procedures and quality standards as defined by BRPH. Primary Competencies Acts with Integrity Demonstrates consistency and utilizes clear judgment. Business Acumen Exposed to various analytical requirements and begins to formulate a basic understanding of Project Controls concepts and principles. Provides support to proposals with exposure to various contracting methodologies. Communicates Clearly Demonstrates consistent, effective, and efficient written and oral communications skills. Expresses ideas, exercises sound judgment and effectively listens.