Project Support Administrator

Summary: The Project Support Administrator position involves assisting project managerial and project team’s daily tasks and procedures. You will coordinate with corporate office staff and construction site teams to maintain accurate written records regarding schedules, invoices, daily construction logs, etc. You will also assist in scheduling meetings and creating meeting materials in preparation.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Assist Project leaders in maintaining records of job changes, including change orders and purchase orders.
• Assist Project leaders with work scheduling.
• Organize office and assist associates in ways that optimize procedures.
• Sort and distribute communications in a timely manner.
• Create and update records ensuring accuracy and validity of information.
• Schedule and plan meetings and appointments, create a master schedule for all team members.
• Resolve office-related issues, such as supplies, updating employee lists and contact list, seating arrangements, etc.
• Coordinate with other departments to ensure compliance with established policies.
• Arrange meetings, take or distribute minutes of meetings, help prepare Excel, Word, PowerPoint presentations.
• Create flow charts or other types of presentations to assist team members.
• Maintain trusting relationships with subcontractors, vendors, and other external stakeholders.
• Manage filing system, record information as needed, update required forms and paperwork.
• Maintain daily log of job site occurrences.
• Assist the leaders with the invoice, payment control and all administrative related tasks.
• Assist project team with safety compliance within the job site.
• Ensure the level of quality is being complied with.
• Able to work in a team environment.
• Assist in the maintenance of a clean job site, take direction well, detail oriented.
• Perform all other responsibilities as assigned.

Qualifications:

The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Excellent verbal, written, and interpersonal communication skills in English, required.
• Ability to work in a construction site environment (trailer office).
• Ability to develop and maintain successful relationships with all levels of employees, clients, and subcontractors.
• Must have good problem-solving skills and be willing to learn.
• Excellent organizational and time management skills.
• Ability to act with integrity, professionalism, and confidentiality.
• Ability to effectively prioritize responsibilities depending on project needs.
• Produce high-quality results working independently or within a team.
• High level of attention to detail, and highly organized.
• Excellent interpersonal, negotiation, and conflict resolution skills.
• Must be able to work under pressure and meet deadlines while maintaining a professional attitude.
• Start-up experience preferred.

• Mandarin verbal communication skills are strongly preferred.

Education/Experience:

• High School diploma or GED, required. Bachelor’s degree in construction management or business Admin, or a related field preferred.
• 2+ years of internship or work experience combined, in construction environment preferred.

Language Proficiency:

• Excellent verbal, written, and interpersonal communication skills in English, required.

• Ability to effectively present information and respond to questions from groups of managers and employees. 

• Mandarin verbal communication skills are strongly preferred.

Computer Skills:

• To perform this job successfully, an individual will be proficient in all Microsoft Office Suite products (Word, PowerPoint, Outlook, Teams), highly skilled in Excel; and have knowledge of Teams and Zoom. 
• KPA, Procore, SharePoint, Smartsheet experience is a plus.

 Additional Requirements:

Must have and maintain a valid driver’s license. May be required to travel to other sites within Arizona to perform certain work functions.