Project Administrator/Office Manager

Full-time - Entry Level

Ponte Vedra Beach, FL

Construction of Buildings

About the position

We are looking for an energetic administrative professional to join our team. You'll support a team of Construction Project Managers and Executives and have an integral role in keeping our projects running smoothly!

Responsibilities

• Prepare various documents as directed by the Project Management Team such as Subcontracts, Purchase Orders, Change Orders, and Professional Service Agreements.
• Compliance Management - including Insurance certificates, Signed agreements, and Required safety documents.
• Project Document Management - including Project drawings, Specifications, RFIs, Submittals, and Associated logs.
• Act as the key communication hub, answer incoming phone calls and coordinate communication with vendors and customers in the event of a Project Manager's absence.
• Manage office filing system to ensure documents are properly organized and archived.
• Be a welcoming personality to all visitors.
• Maintain various lists for Project Managers including Job list for each region and Subcontract tracking lists.
• Complete and submit expense reports for Project Team members.
• Typing/preparing/formatting various items such as Letters, General documents, and Proposals as needed.
• Assist Business Development and Marketing with the preparation of proposal packages and marketing materials.
• Make travel arrangements and create itineraries for the Project team when necessary.
• Assist in planning events for the office (team building activities, holiday events, community service events, business development events, etc.).
• Assist in planning and coordinating team trainings including multiple ARCO offices to include hotel room, catering, meeting space, etc.
• Assist marketing, business development and project management team with on-site events such as subcontractor appreciation, project groundbreaking / topping-out parties, etc.
• Process outgoing mail and packages as needed; drop packages at UPS store as required.
• Assist with management of company fleet vehicles.
• Take a lead role in upholding our work hard/play hard company culture.
• Oversee the general upkeep and cleanliness of the office environment to create a welcoming and efficient workspace.
• Coordinate maintenance vendors such as HVAC, window cleaning, general cleaning service.
• Assist with on-boarding new associates.
• Keep track of office supplies and place orders as necessary.
• Order drinks/snacks and stock areas/refrigerator as necessary.

Requirements

• 4+ years of related project administration experience, construction or engineering industry.
• Experience managing construction documents: drawings, contracts and insurance certifications.
• Strong computer skills are essential.
• Must have working knowledge of Microsoft Suite (Outlook, Word, Excel, Teams, and PowerPoint).
• Experience with various software such as Procore, Textura, Sharepoint, MyCOI, Viewpoint, Egnyte, Concur, DocuSign, Keeper, Hotel Engine, Salesforce, PowerBI, etc.
• High School Diploma required; College degree preferred.
• Ability to manage multiple priorities in a fast-paced, dynamic environment.
• Must be able to become a Certified Notary Public, if not already certified.
• Have a Winners Find A Way Attitude.

Benefits

• Industry-leading performance-based bonus program.
• Employee Stock Ownership Program (ESOP).
• Traditional and Roth 401k.
• Tuition reimbursement for associates.
• Scholarship for associates' children up to $28,000 per child.
• 1-month paid sabbatical after every five years of employment, plus $5,000 for travel.
• 1-week paid volunteer leave each year.
• Family Planning support.
• 15 business days of PTO + 8 paid holidays + 1 floating day.
• 12 weeks of paid Maternity leave.
• 100% charitable match.
• Medical, dental, and vision insurance coverage.