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Project/Site Administrator

Job Title: Project Administrator

Business Unit: Operations

Reports to: Project Manager

FLSA Status: Exempt

Revision Date: June 20, 2017

This position is available on full-time basis Monday,thru Friday 7AM-3PM with frequent overtime.

Essential Duties and Responsibilities

Answer/direct incoming calls and take messages as necessary

Open and distribute all incoming mail to Project Staff and package/distribute outgoing mail

Keep Project Directory, Master File Index, and Subcontractor Index updated and current

Maintain and update job site files to include progress reports, tracking sheets, logs utilizing PennDOT’s ECMS System (Engineering and Construction Management System) .

Maintain office supplies/equipment, ordering and scheduling maintenance as necessary

Assist Staff in project closeout responsibilities, including archiving of files.

Become familiar with and utilize Field and Job Cost Procedures

Maintain office supplies


Accounting Administration:

Assist Project staff with accounting and maintenance of cost reports

Set up vendor accounts for the Field Office as required

Process (or assist in processing) weekly payroll

Assemble Monthly Pay Requests to Owner

Process monthly billings from Subcontractors

Assist Project staff in providing proper union documentation and reporting

Assist Project staff with maintaining Project Management Database Reporting (Aconex)

Produce manpower summary reports (from daily logs furnished by Superintendent)

Assist staff in assembling Progress Reports to the Owner

Process new hire trade employees according to Policies and Procedure manual

Track and maintain subcontractor and supplier records / requirements

Assist staff in maintaining the Project Management Database

Maintain positive Division and Corporate Office relations

Ability to work with all levels of project staff and organization

Previous Construction experience preferred

Supervisory Responsibilities                    


Education and/or Experience  

No education necessary. 6+ years clerical/administrative experience in the construction industry is preferred.

Candidates with previous experience with PennDOT ECMS System would be a plus

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, technical business correspondence, and emails. Ability to effectively present information and respond to high level questions from groups of executives, managers, clients, customers, and the general public.  Speaks clearly and persuasively in positive and negative situations; listens and gains clarity from others; responds well to questions.

Mathematical Skills      

Must have a good understanding of business and financial acumen.

Reasoning Ability

Must have the ability to make sound decisions and demonstrate strong intellectual capabilities.  Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills

Must have excellent computer skills and be able to demonstrate proficiency with MS Office products (Word, Excel, PowerPoint, etc.) typing 50+ WPM

Must have experience with Aconex or similar project management software

Certificates, Licenses, Registrations

Current driver's license

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 the essential functions.


While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel, reach with hands and arms, and talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand, walk, climb or balance, stoop, kneel, crouch, or crawl, and taste or smell. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.


Work Environment

The work environment is a project office location at a construction project site. The office work is generally sedentary in nature, but may require standing and walking for up to 20% of the time. The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc.  While on the construction site, the individual is regularly exposed to work near moving mechanical parts and outdoor weather conditions.  Additionally, the employee is frequently exposed to fumes or airborne particles and toxic or caustic chemicals.  Finally, the individual will be exposed to significant heights and limited walkways, which will require the use of a fall arrest system.  The noise level at project construction sites are usually loud.


While traveling to project sites, the individual will be exposed to typical vehicle and airplane hazards experienced by common commuters and travelers.


American Bridge Company is an Equal Opportunity Employer and employment selection is based on merit, qualifications, and abilities.  American Bridge does not discriminate in employment opportunities or practices on the basis of race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability, Veteran status, or any other characteristics.

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