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Project Administrator


Position Description

Title: Project Administrator

Department: Design and Construction

Reports To: Manager, Capital Investments and Contracts


Function: The Project Administrator is responsible for assisting the Manager of Capital Investments and Contracts to manage the administration of capital projects and job cost accounting for the Company’s hotels. The associate supports the Design and Construction team on a variety of functions, including contract review and administration, payment processing, tracking, and auditing.

Responsibilities:

  • Responsible for processing all aspects of construction payables, including issuing contracts and change orders, collecting and organizing project invoices/ pay applications and verifying all documentation as well as coding invoices according to project and job cost codes.
  • Review agreements and proposals, prepare work orders, credit applications, purchase orders, and monitor contract requirements.
  • Evaluate all project contracts, change orders and invoices to ensure budget compliance and verify contractual changes.
  • Maintain and establish vendor records, to include ensuring vendors provide correct documentation for setup and proper certificate of insurances is on file at all times.
  • Track lien notices and waivers and coordinate with internal and external parties.
  • Managing the processing of Unbudgeted Capital Expenditure Request Forms (UCERFS) from beginning to end.
  • Responsible to interface with internal Accounts Payable department, Project Managers, Hotel Operators, General Contractors, Vendors and other clients with professionalism.
  • Create import and export templates for the Yardi Voyager system and e-Builder, including inputting and troubleshooting data.
  • Prepare audits at project closeout and as otherwise needed.
  • Provide weekly and ad-hoc reporting to Manager and Director.
  • Electronic file management

Skills:

  • Familiarity with construction administration procedure and requirements and project management and construction terminology
  • Familiarity with legal language and real estate industry terms.
  • Proficiency in MS Office, including Excel, Word, and PowerPoint.
  • Proficiency in Yardi and e-Builder or other industry-related enterprise accounting systems is a strong plus.
  • Excellent analytical abilities.
  • Proficiency in enterprise content management strategies.
  • Self-motivated, goal-oriented, and results driven.
  • Must have strong organizational, interpersonal and excellent customer service skills.
  • Must be detail oriented with system management skills.
  • Must be able to work in a highly dynamic and fast-paced environment; must meet deadlines and perform job functions within outlined policies and procedures.
  • Must have excellent data entry skills and excellent Excel skills.
  • Contract negotiation skills (business points) is a plus.

Education:

  • Bachelor’s Degree (preferred) or equivalent experience.

Experience:

  • 3-5 years of real estate and/or construction-related experience. Hospitality experience preferred.
  • Experience in monitoring compliance with construction, vendor and similar contracts/agreements.

 


This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

 


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