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est. per hour
Project Administrator
| Estimated Pay | $38 per hour |
|---|---|
| Hours | Full-time, Part-time |
| Location | Indianapolis, Indiana |
Compare Pay
Estimated Pay$23.7
$38.07
$63.96
About this job
Job Summary:
The Construction Project Admin is responsible for assisting Project Accountants and Project Managers with a variety of tasks related to the accurate and timely administration of commercial construction projects. The Project Admin will assist with job setup and closeout, generating contract change orders, the collection of necessary billing documents including lien waivers, XBE forms (if any), and other related documents, and assist with some owner billings. The Project Admin will primarily support one Project Accountant who supports multiple Project Managers and commercial construction projects. The Project Admin must have a desire to learn, find answers, and take personal responsibility for quality, timeliness and process improvement. High attention to detail and an ability to prioritize responsibilities is a must.
Duties/Responsibilities:
* Act as first line of communication for administrative queries from our subcontractors, vendors, Project Accountants, Project Managers and other staff and provide timely responses
* Manage schedules and assist in project planning
* Initialize new projects in Vista for Viewpoint, which is our accounting ERP, including Schedules of Values and Phase Codes
* Enter approved Subcontracts and change orders into Viewpoint
* Review insurance requirements and obtain Certificate of Insurance from subcontractors and other required compliance documents
* Manage all paperwork, including subcontractor lien waivers, XBE documentation, Customer-specific billing documents, and other documents crucial to billings
* On certain jobs, produce and send monthly Application for Payment
* Work with Project Accountants to close out old jobs and obtain and submit all billing-related closeout documents, incl. final lien waivers, certifications, etc.
* Assist with special projects and other duties as requested
Required Skills/Abilities
* Proficiency at the intermediate level in Adobe Acrobat and Microsoft Office; primarily Outlook, Word and Excel
* Excellent organization, time management, attention to detail, and communication skills are valuable
Preferred Experience/Qualifications/Characteristics
* Understanding of the construction industry and processes are beneficial- including codes and AIA
* Basic accounting, bookkeeping, and math skills are desired
* Excellent organization, time management, attention to detail, and communication skills are valuable
* Viewpoint Construction Software experience preferred, but not required
* Procore Software experience preferred, but not required
* AIA Construction Software experience preferred, but not required
Education and Experience:
* High school diploma or equivalent is required - some college highly preferred
* 3 years of experience in construction services, administrative support, contract administration, or construction project management is preferred
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact .
Vaco also wants all applicants to know their rights that .
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco") respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco's HR Notice at Collection for California Applicants and Employees .
- Virginia residents may access our state specific policies .
- Residents of all other states may access our policies .
- Canadian residents may access our policies in English and in French .
- Residents of countries governed by GDPR may access our policies .
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:
- the individual's skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.
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