Project Administrator

$50,000 - $80,000/Yr

Total Fire Protection - Woodbury, NY

Full-time - Entry Level

Woodbury, NY

Specialty Trade Contractors

About the position

The Project Administrator at Total Fire Protection plays a crucial role in supporting the Administration team by managing vendor requirements, reviewing customer contracts, and ensuring compliance with operational processes. This position is integral to the company's mission of delivering first-class service and maintaining safety standards. The Project Administrator will report directly to the Director of Projects and assist in coordinating special projects and events, contributing to the company's growth and commitment to teamwork and continuous improvement.

Responsibilities

• Assist the Administration team by facilitating and monitoring all screening and vendor requirements.
• Read and review customer contracts for accuracy.
• Monitor processes necessary to mitigate operational and compliance risk.
• Coordinate and administer all contracts and subcontracts according to company and customer requirements.
• Obtain appropriate signatures and authorizations from senior management as directed.
• Compile and execute comprehensive responses to customers for recertification and prequalification.
• Obtain and provide insurance documentation to customers and request insurance verification from subcontractors.
• Follow standard onboarding procedures from customers.
• Adhere to policy and procedures for all customer-related inquiries.
• Coordinate necessary field work after customer approval of proposals, including scheduling and verification of work completion.
• Manage tasks associated with scheduling, dispatching, confirming, and coordinating field work with customers.
• Follow up with subcontractors and outsourced vendors to ensure services are scheduled and executed as expected.
• Administer all post-award bid activities.
• Prioritize follow-up actions for contracts, bids, and insurances.
• Perform general office administrative management in the department.

Requirements

• Three (3) years of related work experience and a bachelor's degree preferable.
• Meticulous attention to detail with excellent oral and written communication skills.
• Ability to detect individual customer needs and present key benefits of doing business with Total Fire Protection.
• Strong planning, organization, analytical, and problem-solving skills with the ability to handle multiple concurrent projects.
• Robust conceptual thinking abilities.
• Capacity to work in a fast-paced, virtual, and dynamic environment.
• Ability to function independently in a team environment with little supervision.
• Proficiency in Microsoft Office including Outlook, Word, Excel, Access, and Publisher.
• Career-oriented with outstanding leadership skills.

Benefits

• Opportunities for advancement