MRINetwork Jobs is hiring: Construction Admin in Chicago

The Project Administrator is responsible for providing onsite administrative and accounting support to our Construction Project Management Team.

• Coordinate with project team to oversee/process day-to-day administration for Job/Project including ordering and maintaining all office supplies, expense reports, payroll, and mail
• Process all paperwork associated with projects, such as Trade Subcontractor Invoices/Pay Apps, certificates of insurance and bonds, onsite payroll, lien waivers, Owner Pay Applications, and miscellaneous vendor requirements
• Help manage Subcontractor workflow as it relates to review & approval process of Trade Subcontractor
• Work in conjunction with Project Manager’s, Superintendents, Engineers and Project Accountants and other Departments to complete project needed tasks
• To assist with the control of all financial and commercial aspects of construction related contracts

• To assist in the production of supporting financial information for construction related projects
• To maintain and update both manual and computer records relating to Construction contracts
• To prepare and issue predefined reports, which form part of the contract and customer requirement
• Liaise closely with the Project Manager, ensuring accurate processing of quotations and purchase orders, invoices, time sheets and PTO records
• To undertake general office duties involving Construction related contracts, to include:
  • Correspondence and filing
  • Minutes of meetings
  • Preparation of reports and documentation
  • Updating of electronic records
  • Material ordering and administration
  • Vendor administration
  • Raising purchase orders and ensuring that purchase orders are updated when changes required.
  • Production of valuations and presentations of results
  • Contract renewal documentation
  • Quote logging and processing
  • Process of timesheets from engineers, chasing and checking quality of data
  • Contract set up (PPM/ System support)
  • Application of Billing preparation
  • Contract escalation process and updates

• To manage the Accounts Payable process for the contract which includes:
  • Upload, index and code A/P invoices and work with Managers to facilitate timely A/P workflow approvals within Procore approval systems
  • Set up executed purchase orders in Procore for accurate application and tracking of contract operating and capital expenditures
  • Interface with vendors, customers, executives, facility management leadership, and internal finance team to address and resolve any inquiries or issues
  • Respond to vendor inquiries and reconcile vendor statements
  • To enable full auditable trails with, for example but not limited to, invoices, timesheets, material orders and goods received note
  • To be responsible for the closeout documents to hand over to client at the end of the project.

• All other work as assigned by leadership

EDUCATION AND EXPERIENCE

• Previous Experience: 3 plus years required in office administration or related field
• Associate degree preferred
• Construction Industry knowledge experience a plus
• Must be proficient in: Microsoft Project, Excel, Word, PowerPoint, PDF/ Bluebeam, and Procore
• Excellent verbal, written and interpersonal communication skills, required
• Ability to read and comprehend design drawing packages. (not required)