Project Administrator Assistant - PrideStaff
Madera, CA 93638
About the Job
Contract/Project Admin Coordinator
(Contract Administrator)
• Make new job number in Project binder (in Amy’s office).
• Prime Contract :
• Prepare for Administrator binder:
• Prepare Cost Proposal to Owner for construction changes.
• Request submittals from subcontractors/ supplier, number in the order you receive them, and send to architect.
• Closeout:
• Prepare Notice of Completion once a final has been obtained.
Miscellaneous Duties:
Insurance Certificate Notes:
Subcontractor must provide general liability insurance certificates per each project and included TCI and the owner as additional insured including an attached endorsement.
(Contract Administrator)
- Client is looking for someone asap that has strong computer skills, Microsoft Word & Excel, Outlook; Individual must be familiar with online virtual technology such as zoom, google meet, teams, etc.
- This position is a temp from October to December, with a possible temp to hire depending on performance. The individual will assist the Full-Time Contract Administrator with RFIs ( Request for Information), submittals (tracking), and communication with the Architect. They will also assist with billings and tracking when necessary and purchase orders.
- Create New Job Orders and communicate with subcontractors if/when necessary. Email superintendents and start preparing submittals. Prepare the administrator binder – sub-info list and subcontractor contract amount status; request and gather general liability insurance certificates from subcontractors; manage and track them. Assist with preparing letters, memos, and transmittals; prepare or make changes to cost proposals – assisting contract administrator. Prepare a closeout package for the owner.
- If hired on they offer Health, Vacation and sick time. $23 to $27/hour depending on experience. No degree necessary, however this position requires individual to have high sense of urgency; someone who is comfortable and has experience with construction deadlines. Individual must have great communication and follow-up skills. 2-3 years of construction industry would be ideal.
• Make new job number in Project binder (in Amy’s office).
• Prime Contract :
o Ask Estimator for SOV, plans, exclusion list and schedule.
o Enumerate Project Documents to Notes Article 3A
o Allowances Article 5A
o Alternates Article 5B
• Subcontracts:o Enumerate Project Documents to Notes Article 3A
o Allowances Article 5A
o Alternates Article 5B
o Exhibit
o Design Build Subs include special wording section.
o Give to estimator and Brian Archer for approval.
o Email subcontract including documents below, notify on email who the superintendent is and to start preparing submittals. Cc’ Superintendent and estimator on email.
o Only mail copies if subcontractor requests a mailed copy. Original 1st page is for the file and 1 copy of first page to the superintendent. (See section below for documents that get emailed with subcontracts to each sub/supplier).
o Design Build Subs include special wording section.
o Give to estimator and Brian Archer for approval.
o Email subcontract including documents below, notify on email who the superintendent is and to start preparing submittals. Cc’ Superintendent and estimator on email.
o Only mail copies if subcontractor requests a mailed copy. Original 1st page is for the file and 1 copy of first page to the superintendent. (See section below for documents that get emailed with subcontracts to each sub/supplier).
? Input date subcontract is sent on the subinfo list.
? Input amount on subcontractor contract amount status.
? Input amount on subcontractor contract amount status.
• Prepare for Administrator binder:
o Project Reference
o Subinfo List
o Subcontractor Contract Amount Status
o Exclusion, Allowances, Alternates, & Notes List (copy from Prime Contract)
• Prepare and send to subs with subcontracts:o Subinfo List
o Subcontractor Contract Amount Status
o Exclusion, Allowances, Alternates, & Notes List (copy from Prime Contract)
o Terms & Conditions for Po and SC. Use subcontract terms dated 02/10/16 Rev. 14 and
add the owner as additional insured under item 8.
o Exhibit
o Item 8, Insurance Requirements Exhibit B (2 pages)
- Subcontractor Package:
o Subcontract Cover Letter
o Insurance Request Form
o Fax Lien (Prelien Information)
o Billing Requirements and Format
o Sub Lien Release Letter
• Prepare labels for file folders:add the owner as additional insured under item 8.
o Exhibit
o Item 8, Insurance Requirements Exhibit B (2 pages)
- Subcontractor Package:
o Subcontract Cover Letter
o Insurance Request Form
o Fax Lien (Prelien Information)
o Billing Requirements and Format
o Sub Lien Release Letter
o Include front sheet masters for Change Order; Progress Billings; RFI’s; and Submittals.
• Include in Superintendents Binder:o Binder Labels: Exclusions, Sublist, Daily Reports (if they don’t have Plan Grid), R.F.I.’s,
Miscellaneous
o Project Reference
o Subinfo List
o Schedule
o Daily Reports
o Exclusions, Allowance, Alternates, & Notes List
• Prepare Change Letter for construction plans (permit set).Miscellaneous
o Project Reference
o Subinfo List
o Schedule
o Daily Reports
o Exclusions, Allowance, Alternates, & Notes List
• Prepare Cost Proposal to Owner for construction changes.
o Once owner approves Cost Proposal prepare subcontracts or subcontract amendments to subcontractors/ suppliers. (Write budget on sticky note before giving to Brian for approval).
• Request submittals from subcontractors/ supplier, number in the order you receive them, and send to architect.
• Closeout:
o Request Guarantee/Warranty’s, Operation & Maintenance Manuals, & As-Builts from subs.
o Prepare Closeout Package to the owner.
• Final Change Order (if not already incorporated) to adjust all allowances to reflect actual costs.• Prepare Notice of Completion once a final has been obtained.
o Completion date = Date a final is received (or substantial completion check with superintendent and Brian).
o Send to owner for signature.
o Prepare a check request for a check to the Fresno County Recorder’s Office (check online for current fee).
o File with the Fresno County Recorders Office.
• Confirm no city fees are outstanding (i.e. Regional Transportation Mitigation Fees)o Prepare a check request for a check to the Fresno County Recorder’s Office (check online for current fee).
o File with the Fresno County Recorders Office.
Miscellaneous Duties:
o Check with Superintendents on projects.
o Input returned subcontract agreements/ purchase orders in your subinfo list on a regular basis.
o Input received insurance certificates on your subinfo list.
o Approve supplier invoices as the come in. (Compare to purchase orders).
o Send submittals to the architect or back to the subcontractors/ suppliers as you receive them.
o Rain Delays (if applicable), update Notice of Event Log and send to owner(s) on a weekly basis.
o Safety Compliance Reports (check with Brian Archer if he wants Lori to review project and when to start visits.)
o Review Lori’s reports when she emails them and send to subcontractors who have violation(s).
o Input returned subcontract agreements/ purchase orders in your subinfo list on a regular basis.
o Input received insurance certificates on your subinfo list.
o Approve supplier invoices as the come in. (Compare to purchase orders).
o Send submittals to the architect or back to the subcontractors/ suppliers as you receive them.
o Rain Delays (if applicable), update Notice of Event Log and send to owner(s) on a weekly basis.
o Safety Compliance Reports (check with Brian Archer if he wants Lori to review project and when to start visits.)
o Review Lori’s reports when she emails them and send to subcontractors who have violation(s).
? Request that subcontractors with violations confirm in writing and with a picture that they have fixed the violation. Needs to be taken care of ASAP!
o Revised plans that come in during the duration of the project.
o Confirm with superintendent, estimator, or Brian Archer who they need to be sent to and if is just for reference or if it will affect pricing.
o Confirm with superintendent, estimator, or Brian Archer who they need to be sent to and if is just for reference or if it will affect pricing.
o Billings to owner on a monthly basis. (Target to send by the 25th of each month or as required by lender or owner)
o DDG projects have special billing requirements. Only items installed projected by the 25th of each month can be billed. Progress billings must be sent by the 25th of each month.
o Before releasing payments to subcontractors/suppliers make sure they have returned their
o DDG projects have special billing requirements. Only items installed projected by the 25th of each month can be billed. Progress billings must be sent by the 25th of each month.
o Before releasing payments to subcontractors/suppliers make sure they have returned their
1) subcontract agreement and
2) have insurance certificates on file.
2) have insurance certificates on file.
Insurance Certificate Notes:
Subcontractor must provide general liability insurance certificates per each project and included TCI and the owner as additional insured including an attached endorsement.
Compensation / Pay Rate (Up to): $23.00 - $27.00 Per Hour
Source : PrideStaff