Construction Project Administrator

We are seeking an experienced construction project administrator in the Portland Oregon metropolitan area to support the Owner's Representatives team on a large waste to energy design-build project in Oregon. The Project has an estimated value of $70 million in planned improvements to treat dairy wastes in thickening and anaerobic digestion processes, followed by upgrading of biogas to Renewable Natural Gas. This project will be the largest of its kind in the world in a growing agricultural energy to waste market. The Project is funded by private equity and the design phase has started in August 2024. The project is a Progressive Design Build with Preconstruction Phase running from September 2024 through April 2025, and Construction Phase running from April 2025 through July 2026. You will help our project team and executives communicate with contractors and clients, prepare presentations, and perform construction management support working alongside the project team. The ideal candidate will have great computer, communication, and time management skills. Previous experience in the construction industry is required. If you are looking for a great opportunity in construction administration, we'd love to talk with you!Job Objective: Assists the project executive, project manager and site manager in the overall administration and document control of a specific project(s). May be assigned responsibility for specific aspects of a job including supporting the submittal coordination and RFI tracking process, plus project accounting support.Assist Company Executives as needed with various tasks such as setting up meetings, taking notes at meetings, preparing and distributing briefing presentations to senior management and governing board(s) and other related activities. Essential Functions:Provide accurate, timely and efficient word processing support in creating contract documents, change orders, correspondence, transmittals, and internal memos. Handle confidential matters with sensitivity and protect access to those on a need-to-know basis. Track all project documents for timely execution. Assist project manager in reviewing contractor pay apps monthly for accuracy of billing.Set up and maintain document control systems that facilitate quick identification and retrieval of documents and information. This includes the timely distribution of documents to the project files, jobsite and accounting department. Utilize project management systems to create correspondence, meeting minutes and transmittals. Assign contractors, vendors and other entities to the project database and ensure information is up to date.Ensure timely submittal of prevailing wage act (PWA) documents such as certified payroll reports from contractor and make timely submission to Company CFO and its tax consultants.Ensure timely submittal of contractor's apprentice program reports and make timely submission to Company CFO and its tax consultants.Maintain contractor insurance certificate files and all other contractual reporting requirements files and logs to meet project and reporting requirements. Ensure these documents are filed with the Company.Monitor project documents and information flow among stakeholders and act as needed.Assist in the development and assembly of close out documents. This includes reading specs to determine what close out documents are needed and contacting contractor for same. Transmit same to project manager and Company management & advisors for approval that they meet specs. Prepare final close out manuals per Company requirements. Coordinate periodic job photographs for record.Administer project reporting app.Provide administrative assistance to Company Board Member(s) in matters such as organization and scheduling of Joint Venture Board Meetings and Company Board Meetings. Prepare and distribute meeting minutes of meetings.Provide administrative assistance to Company executives in matters such as organization and scheduling of meetings. Prepare and distribute meeting minutes. Knowledge, Skills and Abilities. · Basic knowledge of construction processes, drawings and specifications, scheduling, building materials and standards applicable to industry. · Moderate to high proficiency in Word, Excel, Power Point, and project management applications. · Moderate to high proficiency in management of the receipt of prevailing wage documents from contractors and distribution.· Ability to assume responsibility, work independently, and take initiative using sound judgment. Exceptional organizational skills and diligence necessary. · Basic understanding of what CSI division, engineering drawings, purchase orders, contracts, and cost coding systems are. · The ability to communicate clearly and effectively in writing and verbally. This includes understanding tasks, gathering project information, and providing updates. · The ability to manage time, prioritize tasks, and meet deadlines. This helps to create a structured environment and improve productivity. · The ability to juggle multiple tasks and deadlines, and adapt to changes without sacrificing quality. This helps to keep projects on track and resources used effectively. · The ability to complete work thoroughly and without errors, even when there are multiple projects going on. · The ability to use analytical, creative, and critical thinking to navigate complex and unexpected situations. · The ability to oversee projects from start to finish, including planning, execution, and monitoring. · The ability to juggle multiple responsibilities simultaneously. · Experience A high school diploma and at least three years of construction administrative experience. BenefitsMedical, dental and visionFlexible Time Off Program (includes vacation, sick and personal time)10 Paid Holidays401(k) Plan (company matching contributions up to 4%).Equal Opportunity Employer, including disabled and veterans.Please note that all positions require pre-employment screening, including drug and background check, as a condition of employment.Aqua Quantum LLC is a provider of consulting services including Owner Advisor, Owner Representatives, project and construction management, claims consulting, project delivery, expert witness, owner advisor, third party neutral, and risk management.

Created: 2025-01-27