Project Administrator

Make a difference, protect lives, and achieve your dreams. Build your career with the industry-leading fire, life safety and security company.

The project administrator is responsible for all administrative functions of the current and upcoming projects. The individual assist with coordinating project activities to ensure the project is on schedule. The project administrator will also assist with the secretarial support of the day-to day departmental, and office needs for Cox Fire Protection. The individual filling this position is a point of contact for Cox Fire Protection contractors. The position will provide administrative support as requested to the Sales Department, Design Department, Managers, and Field Superintendents.

Essential Duties & Responsibilities: 

• Greets and directs clients and visitors.

• Answers phone calls and emails in a timely manner.

• Manages company telecommunications network and communicates with answering service.

• Makes appointments and referrals

• Manage data in spreadsheets and reports

• Creates and maintains office related records and reports

• Performs data entry and filing tasks for accounts payable, purchase orders, equipment inventory,

• Maintains the integrity and confidentiality of confidential employee or departmental files.

• Receives, records, and distributes packages and mail.

• Manages key vendor accounts, supply inventory, and submits invoices for payment

• Maintains detailed reports of sales activities including calls, orders, sales and any customer relationship problems.  
• Assist with making sure each project has a kick-off meeting from sales to design.
• Manage all incoming jobs by using booked job log, master contract list, design/permit log, design note spreadsheet, man loading and fabrication schedule.
• Prepare job submittals both to General Contractors/OAC and AHJ/permitting.
• Assist in weekly design meeting.
• Keep/updated records for various jurisdictions’ permitting requirements.
• Manage as-builts for the design team. Get them from the field staff, provide to the assigned designer, confirm they are completed correctly and submit to the GC with the closeout documents.
• Book project folders and confirm the package has all the required pieces that match our sample booking process.
• Manage all incoming jobs / change orders by using booked job log, master contract list.
• Assist superintendents in the drafting of documents as requested.
• Confirm the weekly manpower schedule is complete. Assist the superintendents in making sure the field staff is up to date and all current projects are on the schedule. Confirm all open projects are on the man loader. Once a month, update current hours on the man loader w/ Sage info.
• Manage all incoming jobs by using booked job log, master contract list, design log, permit log, design note spreadsheet, man loading and fabrication schedule.
• Update the Dashboard as projects are booked prior to each week’s Ops Meeting. Keeping the operation dashboard up to date.
• Upon job completion, prepare job closeouts for General Contractors.

Education/Qualifications:

• Administrative experience in construction for a minimum of 5 years

• High School Diploma or equivalent

• Ability to greet visitors, clients, and colleagues in a friendly and courteous manner.

• Ability to type at least 50 wpm.

• Ability to proofread.

• Proficient in Microsoft Office Suite or similar software.

• Basic understanding of office equipment.

• Basic understanding of clerical procedures and systems such as recordkeeping and filing.

• Ability to work independently and identify and solve problems.

• Ability to organize and prioritize work.

Other Duties:

• Adheres to the Code of Conduct, Confidentiality Agreement, and Company Safety Policy.

• Performs other duties as assigned.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer. 

Benefits and Perks:

• Excellent pay

• Medical, dental, vision

• Company paid life insurance

• Company paid short-term disability

• 401K with employer match

• Paid vacation and company holidays

• Training and Career Development

• Company vehicle (if job applicable)

• Immediate qualification for the ALL In Ownership Plan for all eligible full-time employees

Pye-Barker Fire and Safety is an Equal Opportunity Employer