Assistant Administration Manager - Shimizu North America

The role of Assistant Administration Manager encompasses preparing and managing key documentation including Letters of Intent, Purchase Orders, Contracts, and Change Orders for subcontractors and owners. It involves arranging Safety Audits, verifying licenses and insurances, and maintaining project completion records and Certificates of Occupancy. The position also includes facilitating internal communication, developing and updating company policies and procedures, managing compliance, and handling administrative tasks such as NDAs, insurance certificates, and bonds. Additional responsibilities include participating in policy and operations meetings, managing operational licenses, and ensuring adherence to Procore and SNA standards.

Job Responsibilities

• Conduct owner and subcontract negotiations, liaise effectively with procurement, internal stakeholders, vendors and legal counsel to ensure timely execution of agreements.
• Analyze contract change requests from owners, vendors, and subcontractors and prepare authorization forms for Contract Amendments.
• Monitor milestone dates for licensing and corporate registration.
• Ensure contract and corporate compliance.
• Understand and assist in the administration of corporate insurance and bonding programs.
• Prepare official letters to contractors regarding contracts execution, prepare information for legal department for claims, follow up the register of claims, participate in negotiations with contractors about claims.
• Organize pre-approval of subcontractors by project team, collect required documents from subcontractors, follow up the register of subcontractors.
• Monitor the provision of bank guarantees, parent company guarantees, surety guarantees, and subcontractor guarantees.
• Manage and update bid conditions, qualifications, and commercial conditions.
• Assist with project closeout including notifications, filings, releases, and warranties.

Preconstruction Administrative Matters

The role involves facilitating communication throughout the company and developing policies and procedures to enhance efficiency. Responsibilities include participating in company policy and operations meetings, assisting with implementation plans and administrative budgets, and preparing and managing company policies, rules, and guidelines. Key tasks also encompass managing compliance, preparing monthly status reports, handling NDAs, insurance certificates, and bonds, updating authorization tables, standard folder indexes, and SOPs. The role requires auditing compliance matters, managing risk assessment checklists, bid conditions, and operational licenses, and overseeing legal matters with counsel. Additionally, it involves managing Procore compliance, ensuring SNA standards are up-to-date, and preparing logs for administrative tasks.

Construction Administrative Matters

The role involves preparing various key documents including Letters of Intent (LOIs) and Letters of Agreement (LOAs) in standard formats, purchase orders, contracts, and change orders for both subcontractors and owners. It also includes assisting with the preparation of notice letters, arranging safety audits with insurance companies, verifying jobsite office licenses and insurances, and documenting substantial completion records and certificates of occupancy for all projects. Additionally, the role entails filing project records for archiving and documenting project warranties.

Work Experience Requirements

• 5-10 years with proven ability in Administration for construction projects
• Experience in construction industry or General Contractor
• Knowledge of industrial construction practices, administration, contract management, and compliance requirements.

Education Requirements

• Bachelor's degree in business, engineering, or related field.

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