Project Administrator jobs in Indianapolis, IN

JOB RESPONSIBILITIES: 

• Onboarding new jobs: assist in project startup including permitting, electronic file set up, budget preparation and submittal, coordination of on-site needs, job site compliance (WOWS, JHA’s and other documentation) and communication with clients as needed via phone and/or emails. 

• Bid process: assist with bid preparation under guidance of the Project Manager. 

• Purchasing: assist Project Manager in procurement and job costing, including vendor setup and purchase order tracking (internally and with vendors). 

• Billing: assist Project Manager in collection of job site documentation necessary to invoice customers, forward to Project Manager for approval and provide to Project Accountant for processing. 

• Project plans & submittals: maintenance of electronic files, tracking, distribution and correspondence. 

• Project Administration: assist Project Manager with change orders, routing and tracking; track labor, equipment rentals and supplies for jobs and communicate with manager on need for adjustments to purchase orders and projected costs. Process and track all job folders in Spectrum and/or MAST and maintain communication with Job Owner to ensure all necessary job file documents are complete. 

• Job Closeout: assists project management team in all project close-out activities, including billing and collection follow up with customers. 

• Office administration tasks and other duties as assigned. 

QUALIFICATIONS: 

• Commitment to maintaining data accuracy and timeliness in processing and delivery. Attention to detail a must. 

• Strong communication and organization skills; ability to interact with team members and subcontractors in a high energy and fast paced environment. 

• Proficient in Microsoft Office, specifically MS Excel, MS Outlook and MS Word. 

• Excellent interpersonal skills, extremely organized, flexible, self-starter. 

• Ability to travel overnight as required by business needs. 

EDUCATION REQUIREMENTS: 

• Minimum of an Associate’s degree strongly preferred; Bachelor’s degree a plus. 

o    NOTE – relevant industry and/or business experience can supplement educational requirement as determined by management.