3-5 years of experience
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Employment Type:
Full time
Job Category:
Project Management
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Project Administrator
Shawmut Design and Construction | Chicago, Illinois
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Job Description


At Shawmut, our primary objective is to deliver exceptional service catered to our clients specific goals and concerns. Our project teams deliver top quality work through a hands-on, collaborative process while keeping our clients best interests our absolute focus at all times. With specialized training and the support of a national company, we foster project teams whose skill and dedication leads to the deliberate, predictable and repeatable construction experiences that have attracted and retained the top clients in every market in which we focus. The most memorable construction experiences are based on one principle it's the people who make the difference. And at Shawmut, we have the very best.


The purpose of this role is to provide administrative and financial support to the project teams in delivering construction projects. This includes supporting the project teams with: setup, execution, document management, closeout, and financials

* Coordinate with field staff and project team to ensure that all necessary items are in place to operate a successful project site (i.e., field office set-up, trailer, water, toilets, communication equipment, internet, phones, connectivity etc.)
* Accurately set up details and project information in key software applications. Keep all systems and project files current as information changes including dates, status and team members.
* Schedule, prepare and participate in all project meetings. Drive compliance to having kickoff, MOM and closeout meetings. Work with Project Managers in preparing for meetings including drafting meeting forms and supporting documents and meeting minutes
* Prepare and track subcontractor contracts and scopes of work as directed by PM; review with Purchasing to ensure accuracy.
* Issue letters of intent, track insurance certificates and ensure subcontractor compliance with all required paperwork. Obtain accurate subcontractor on site dates from the project team, keep up to date in required systems, and alert project teams of subcontractors coming on site that are not compliant. Aggressively follow up with subcontractor to resolve any issues as it relates to insurance and contract compliance.
* Provide support to project managers with other administrative tasks as needed this may include items such as (monthly expense reporting, preparation and distribution of project documents, etc. )Provides in-person support at job sites as required.
* Financial Support - Acts as primary point of contact for all financial support needed by Project team and subcontractors
* Manages coding and payment of Subcontractor and Material invoices including obtaining PM approvals, resolving outstanding change orders and reconciling with client receivables.
* Administers emergency check requests and wires as needed.
* Handle all incoming inquiries related to payment.
* Drives the financial job closeout process. Pushes projects to close as quickly as possible, verifies all project related costs have been captured and all items on Shawmut job closeout checklist are compliant. Upon approval by Project Accountant, closes project.
* Manage archiving of all project-related documents upon financial completion


* Experience: College Degree or 3+ years of relevant experience.
* Education: Business Administration/Accounting degree or commensurate experience.
* Additional Role Specific Skills:
* Cost accounting experience preferred.

Construction industry experience preferred

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Performance of the required duties may require physical ability to climb permanent and temporary stairs and ladders and general navigation of an area under construction. Employee may occasionally lift and/or move up to 15 pounds.

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