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T5 Data Centers · 22 hours ago

Construction Project Administrator

Chicago, IL

Full-time

Onsite

Mid Level

3+ years exp

T5 Data Centers is a unique solutions provider in the data center industry that integrates development, construction, and operations. The Project Administrator is responsible for providing onsite administrative and accounting support to the Construction Project Management Team, overseeing day-to-day project administration, managing subcontractor workflows, and ensuring accurate processing of financial documentation.

Data CenterEnterpriseReal EstateSecurity

Responsibilities

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 T5 Construction related projects

To maintain and update both manual and computer records relating to T5 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 T5 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 T5 Construction project/executive leadership

Qualification

ProcoreMicrosoft ProjectExcelConstruction Industry knowledgeAttention to detailTime ManagementVerbal communicationWritten communicationInterpersonal communication

Required

Previous Experience: 3 plus years required in office administration or related field

Must be proficient in: Microsoft Project, Excel, Word, PowerPoint, PDF/ Bluebeam, and Procore

Excellent verbal, written and interpersonal communication skills, required

Time Management skills required

An energetic self-starter with a can do/whatever it takes attitude who can perform under pressure, work successfully on tight deadlines and identify and resolve problems as they arise, required