Construction Project Administrator

About Melbourne:

Our headquarters is located in Melbourne, Florida, a vibrant city on the Space Coast where high-tech innovation meets coastal living. Here, you’ll work on dynamic, impactful projects while enjoying front-row views of rocket launches from our rooftop and quick access to some of Florida’s most beautiful beaches. Just an hour from world-class attractions like Disney World and Universal Studios, Melbourne offers the perfect balance of career growth, family life, and fun, all in a warm subtropical climate with a relaxed, suburban feel.

SUMMARY:
The Project Administrator provides project administration, document control, financial-processing coordination, cost and progress controls support, and project-system support to Construction and Integrated Services (C&IS) teams across the design and construction sides of integrated design-build project delivery. Working with Project Managers, project accountants, field and design teams, clients, subcontractors, and suppliers, the role maintains accurate records and workflows from project setup through closeout, coordinates communications and logistics, and provides timely cost, progress, risk, change, and performance information to support project decisions.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
•    Establish and maintain project settings, directories, permissions, templates, logs, and document workflows in Procore and other approved systems; verify information and coordinate corrections with the responsible owner.
•    Process, track, and distribute submittals, requests for information, formal correspondence, transmittals, meeting minutes and action items, project records, and closeout documentation.
•    Coordinate project financial administration, including purchase orders, invoice coding, subcontractor pay applications, material and service orders, monthly billing support, and expense documentation; coordinate with Project Management and Accounting and escalate discrepancies or approval needs.
•    Maintain project cost baselines and reports covering budgets, committed costs, actual costs, forecast-to-complete, projected cash flow, and cost variances; verify source data, follow approved forecasting methods, and communicate material discrepancies.
•    Track change events, change orders, claims, risks, opportunities, and mitigation actions; document potential cost effects and route schedule-related matters to the Project Manager and assigned Planner/Scheduler.
•    Collect and route approved milestone and progress updates from construction, procurement, design, and subcontractor teams for use in project records and reporting; do not develop, maintain, or analyze the project schedule.
•    Collect, verify, and analyze field progress data; maintain applicable progress-measurement methods; and prepare required status reports, dashboards, key performance indicators, cash-flow forecasts, variance analyses, and earned value reporting.
•    Coordinate assigned project-site and team logistics, including access and badging, deliveries, employee onboarding and offboarding, job-office supplies, personal protective equipment inventory support, travel, rooms, and vehicles.
•    Support project startup and project execution by maintaining required checklists and templates, completing assigned Procore and other software platforms data entry, and following up with responsible team members for required information.
•    Maintain document quality and integrity through administrative reviews for completeness, formatting, numbering, basic grammar, spelling, and compliance with approved filing and naming procedures.
•    Coordinate with Project Managers and the Architects Engineers Project Controls Specialist (PCS) on project information, approved design schedule inputs and design review coordination, design handoffs; perform duties as a collaborative partner to the AE PCS with shared project controls and administrative workflows.
•    Make routine administrative decisions within assigned authority, protect confidential and project information, and escalate exceptions, conflicting direction, financial commitments, safety or quality concerns, and decisions outside assigned authority to the responsible Project Manager or functional owner.
•    Perform other related project-administration duties as assigned.

EDUCATION and/or EXPERIENCE:
•    Required: High school diploma or equivalent; no college degree is required.
•    Required: Four or more years of relevant project-administration or comparable coordination experience in construction, architecture, engineering, design-build, or a related project environment.
•    Required: Proficiency with Microsoft Office, including Outlook, Word, Excel, Teams, and PowerPoint, 
•    Required: Professional proficiency with Procore, Concur, and Deltek (or comparable project-management and operations management platform).
•    Required: Experience preparing or consolidating meeting minutes, maintaining document-control records, and supporting invoice, billing, purchase-order, or subcontractor-payment workflows.
•    Required: Working knowledge of cost control, forecasting, progress measurement, change management, variance analysis, and earned value principles.
•    Required: Proficiency with project cost-control, database, spreadsheet, and reporting tools, including advanced Microsoft Excel capabilities.
•    Required: Clear written and verbal communication, attention to detail, organization, and the ability to coordinate recurring deadlines with internal and external project partners.
•    Preferred/Desired: Associate or bachelor's degree in business administration, construction management, accounting, or a related field.
•    Preferred/Desired: Experience with project accounting, restricted-site access or badging, site logistics, and work on complex or secure design-build construction projects.

PHYSICAL REQUIREMENTS:
•    The work is semi-sedentary work and requires the ability to lift up to 20 pounds.
•    Manual dexterity, hearing, mental acuity, typing, reaching, repetitive motion, speaking, talking, and visual acuity.
•    Ability to navigate and move around the construction site, which may involve walking, climbing, and standing for extended periods on uneven surfaces.
•    Ability to operate a motor vehicle.
•    Ability to stand and sit for periods longer than 30 minutes but not to exceed two hours consecutively.
•    Ability to remain composed, focused, and professional while effectively managing high-pressure situations and tight deadlines
•    Ability to produce clear, accurate, and legible written text, numbers, symbols, and drawings.
•    Ability to learn complex tasks and remember how to complete tasks without assistance once trained.

Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description may be changed to include new responsibilities and tasks or change existing ones as management deems necessary.