Project Administrator

Reports to: Project Manager

FLSA Status: Non-Exempt

Pay: $‎21.50-$‎30.00

Job Type: Fulltime

About M Bar C Construction:
M Bar C Construction is a family owned and operated business known for the
design and construction of solar and non-solar carports and shade structures,
established in ‎2005. We are dedicated to providing only the highest-quality
carports and shade structures and perform primarily as a subcontractor while
also performing full scope construction, installing approximately ‎30-‎40
megawatts of solar canopies annually. Family, Integrity, Commitment, Quality,
Growth and Leadership are the values that we embody daily and drive our
performance and excellence. We work hard and play hard with an enjoyable
family work environment that provides growth and development of every team
member. Join our team today!

About the Job

The Project Administrator Will:
Support a Project Manager (PM) in managing multiple construction projects by
engaging and collaborating with all internal team members, communicating with
clients, subcontractors, and vendors, as well as assisting with all aspects of
project documentation.
Support other team members as necessary, including but not limited to requests
for quotes (RFQ’s) and taking meeting minutes.

Reporting Relationships:
The Project Administrator reports directly to and is fully accountable to the
Project Manager.
The Project Administrator has no direct position reports but must maintain
harmonious and productive relationships with all internal departments.

Responsibilities and Duties:
The primary functions of the Project Administrator are as follows:

Promote M Bar C values internally and externally at every opportunity,
maintain collaborative team cohesiveness, and foster an atmosphere of
teamwork.
Schedule, prepare, and participate in job related meetings whenever
practicable. Document the discussion (actions, commitments, agreements) and
distribute to participants afterward.
Find and pre-qualify new subcontractors, as needed, to support project needs.
Populate and/or coordinate with client for completion of Prelim Information
Sheet.
At the direction of the PM, input final budget into Foundation
At the direction of the PM, assist in producing pencil draft invoices for
submission to the client.
Utilizing information from a Steel Detailer and a plan set, coordinate the
development of shop drawings from external sources.
Submit a request for quote (RFQ) to concrete vendors local to the project and
coordinate a submittal of a mix design from chosen concrete vendors.
Confirm paint colors with the client, when applicable
Create, submit, and confirm approval of submittal packages for projects.
At the direction of the PM and Superintendent, coordinate subcontracting and
vendor needs per project. Scope and pricing from subcontractors and vendors to
be reviewed by PM and/or Superintendent.
Issue and secure all required Subcontract Agreements (SA’s) or Work Orders
(WO’s).
Issue purchase orders to all required vendors.
Coordinate with Labor Compliance team to ensure all Subcontractors are in
compliance before being on-site.
Prepare and maintain accurate shop inspection schedules. Request off-site
inspections from client as required per project.
Request, coordinate, populate, and submit safety documentation per project
needs. This includes but is not limited to Activity Hazard Analysis (AHA’s),
Job Safety Analysis (JSA), Site Safety & Health Plan (SAHP), Tailgates, and
Pre-Crane Checklists.
Create Project Handoff Work Sheet (PHWS) by populating cells with basic
project information, while also clarifying selected scope options and
associated labor and equipment budgets. Schedule and assist PM during Project
Handoff Meeting, ensure all critical information is completely obtained and
understood, document the discussion (actions, commitments, and agreements) and
distribute meeting notes to team members with a finalized PHWS. Follow up on
open items as needed to ensure completion.
Coordination and completion of field binders as well as printing of plans and
project records for use by Superintendent and Foreman.
Booking of hotels and flights as needed. Completion of subsequent cost report.
Issuance of Dig Alert Ticket
Input estimated change orders/adjustments to budget in accounting software.
Substitute for PM as needed during weekly Project Meeting.
Share in managing M Bar C task management software and financial software by
ensuring all project information is accurate and up to date. Finalize M Bar C
Project Schedule after each PM Meeting and distribute list to relevant parties
internally and externally by the end of each work week.
Scan and save field binder documents to server
Coordinate project close-out of files. Complete Warranty and Maintenance &
Care Requirements paperwork and ensure sign-offs, quality control checklists,
etc. are documented, signed, and filed.
Support project close out by confirming remaining committed costs and closing
Purchase Orders as appropriate.
Move project files from all active rosters once project is closed in
Foundation.
Promptly and accurately perform all other tasks as assigned.
At the direction and under the supervision of the PM, draft RFI’s
At the direction and under the supervision of the PM, draft Change Orders

Authority and Accountability:
Accountable to Project Manager to produce accurate and timely project
documentation and complete all duties as assigned by Project Manager within
set deadlines.
Authority to issue Purchase Orders, Subcontract Agreements, and Work Orders as
needed.

Your Qualification

The Ideal Candidate Will Have:
To perform this job successfully, an individual must be able to complete all
areas outlined for this position in a satisfactory manner. The knowledge,
skills, and/or abilities listed below are representative of those necessary to
meet the minimum job requirements. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.

Experience
Required: High School Diploma
Preferred: One to two years as a Project Administrator or other relevant
experience.
Skills, knowledge, and abilities
Excellent communication skills including speaking, writing, and listening,
such that ideas and information are clearly conveyed and meaning is obtained.
Demonstrated proficiency with computer software (Microsoft Suite of Programs,
Adobe, etc.) for file creation, conversion, and consolidation, and document
and plan printout.
Ability to perform basic math calculations (adding, subtracting, multiplying,
and dividing) as well as practical application of fractions, percentages, and
measurements.
Ability to professionally handle variety of situations and problems that may
arise – sometimes several at once – and solve them, or work with others
involved to come to cooperative solutions, while understanding time and budget
constraints.
Ability to perform under the stress of frequent interruptions and/or
distractions.
Ability to work at the direction of a manager and following through on
assignments in a timely fashion.
Ability to prioritize, organize, and complete assignments efficiently and
accurately, while adapting to shifting or competing work assignments and
changes in workload volume.
Preferred: General familiarity with structural and general construction
drawings and specifications.
Physical
Must be able to work in an office, warehouse, and outdoor construction site
environment.
Must be able to sit for extended periods of time.
Must possess a valid CA Driver’s License and be insurable by M Bar C. Light
travel may be required as needed.

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Questions?