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Project Administrator
Job Category:Operations
Requisition Code:2019-JAX-005
Location:Jacksonville, FL
FT / PT / TempFull Time
Hours Per Week40 hours

We are seeking a Project Administrator for our Signaling Train Control Group who will be responsible to support Project Managers, manage clients, project teams, schedules, and documentation. This Project Administrator will assist the Project Managers in executing projects in compliance with company policies and customer specifications. This position could be filled in our Jacksonville, FL office, our HQ in Pittsburgh or our Rochester, NY office. 

Essential Duties and Responsibilities:
  • Review and summarize weekly financial reports including labor and expenses for management
  • Draft monthly progress reports for Executive Management
  • Manage subcontractors and consultants including contract execution, invoicing and AR
  • Manage pay apps, lien waivers, A1A forms, including subcontract documentation and logs
  • Financial management to include developing project and group budgets, forecasting project revenue and cash per month, quarter, year, and profit/loss updates with quarterly cost-to-complete analyses.
  • Participate in new hire on boarding process and procurement of equipment and tools
  • Support process definition and changes as required to support corporate initiates
  • Establish and monitor project plans
  • Organize project files and ensure adherence to documentation control standards
  • Lead issue identification and resolves conflicts
  • Lead materials management and tracking throughout project and interfaces with vendors
  • Coordinates with various functional groups for resolution of project and business unit needs
  • Procure materials and subcontractor services as required to augment staff
  • Participate in the drafting of change order proposals and claims
  • Submittal management experience (ie, Procore, Ebuilder, Sharepoint, etc.) is desired
  • Act as liaison with customers for project related matters including schedule, quality and invoicing
  • Organize internal and customer project meetings and distribute minutes and action items
  • Business development to include assisting with proposal preparation and delivery, establishing and maintaining positive client relationships.
  • Business development initiatives such as requirements definition, costed BOM’s, legal review of T&C’s and insurance, RFQ’s, verification of pricing calculations and completeness, creation of schedule and review of resource requirements

  • Bachelor's degree in Business or related field, from an accredited college or university, is required.
  • Experience with Microsoft tools: Word, Excel, Power Point and Project
  • 5+ years of experience managing medium to small ($2M-$500K) client projects, preferably in construction or science/engineering related field.
  • A paralegal certificate is preferred but not required. 
  • Ability to interface regularly with contacts outside of GAI, and work closely with support groups within GAI.
  • Must be self-directed and highly motivated, critical thinking skills are essential. 
  • Occasional travel is required.

Physical Demands and/or Other Job Information (if applicable):