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Project Administrator

Company: Goodfellow Bros.
Location: Livermore
Posted on: January 16, 2023

Job Description:

Goodfellow Bros. LLC, a heavy-civil contractor located in multiple regions throughout the Western United States and Hawaii, is looking for a Project Administrator to add to our team at our Livermore , CA office. Our company is a fourth generation, family-owned business with 99 years of experience in the industry. We have earned a reputation for professionalism and integrity that reflects in our longstanding commitment to the individuals, businesses and resources of the communities in which we live and work.
Our California region, Goodfellow Bros. California, LLC, has projects in the Greater Bay Area and Central Valley and has been involved in many exciting and high profile projects including paving the Golden Gate Bridge, San Francisco's Monster Park, The Great Mall in Milpitas, Bay Meadows, the Levi's Stadium in Santa Clara, the newly completed Apple Campus in Cupertino, as well as projects for Microsoft, Google Folsom Ranch and the Chase Arena.
Job Summary
The Project Administrator will be a valuable project team member by providing administrative support to the overall project group. This job requires a high level attention to detail, organizational skills and excellent written and oral communication skills. The project environment is fast paced, so an ability to switch gears quickly, provide ideas to streamline processes and efficiently complete tasks will be essential.
Essential Functions

  • Ensure all timecards for assigned jobs are complete and ready for payroll processing, approve in system when ready to pay. Reviews timecards daily and resolves any discrepancies with the project team. Ensure project management approves time and that coding is submitted.
  • Maintain project information within Vista, ensuring all information required is complete, accurate and up to date. Review project set up in Vista with project team, estimators and contract admin at start up to make sure billing format and schedule of values meet customer invoicing requirements.
  • Ensure billing quantities and/or amounts are provided by project team on a monthly basis in advance of billing due date. Prepare billing package from Vista using information loaded into system by project team, create customer required schedules, collect all associated documents (from other internal departments) required for pay application and compile and send to customer. Post Billings to Vista and ensure all documents sent to the customer are uploaded into Vista to give visibility to AR so they can make collection calls.
  • Run certified payroll reports, collect union letters and other associated monthly project reports as required.
  • Ensure job invoice routing to responsible person, working with AP to properly set up workflow for the invoices. May be asked to code invoices for ultimate approval from project manager.
  • Ensure subcontract pay application quantities are provided by the project team on a monthly basis. Verify subcontract payment amount with project team. Notify via system subcontract payables that amounts ready for payment pending compliance documents.
  • Run, print and prepare reports as requested by Project Team and/or Area Manager. May be asked to prepare submittal packages and other mailings to customers and subcontractors.
  • Assist with data entry into Vista, if requested.
  • Work with Shared Services to identify process improvement, recurring reporting or system enhancements to improve process flow and minimize duplicate data entry.
  • Price extra work bills in a timely fashion for submission to the Customer to assist project team to create change orders.
  • Orders supplies and other materials and prepare expense reports for project team, as needed.
  • Attend area meeting. Responsible to bring AR and Over/Under billing reports to the area meeting for discussion and follow-up.
  • Performs other duties as assigned.
    Skills/Technical Knowledge
    • Must have at least three to five years of project administration experience.
    • Construction industry and vocabulary knowledge is helpful
    • Must have experience using Microsoft's suite of office products, specifically with Excel. Must be familiar with project management software. Experience with Vista by Viewpoint and HCSS is helpful.
    • Must have excellent oral skills to communicate effectively with customers, employees, project teams and vendors.
      We offer employees (and their families) medical, dental, vision, disability, and basic life insurance. Employees are able to enroll in our company's 401k plan, as well as profit sharing plan. New hires also accrue fifteen days of vacation leave annually, receive ten paid holidays, and nine days of sick leave throughout the calendar year.
      This position will offer a salary range of $63,000 - $79,000 per year. Other compensation may include, but is not limited to, bonuses, and employer contributed profit-sharing, and wellness incentives.
      We conform to all the laws, statutes, and regulations concerning equal employment opportunities and affirmative action. We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, or national origin, age, disability status, Genetic Information & Testing, Family & Medical Leave, protected veteran status, or any other characteristic protected by law. We prohibit Retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint or otherwise oppose discrimination.

Keywords: Goodfellow Bros., Livermore , Project Administrator, Other , Livermore, California

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