Project Administrator job – Hourigan Construction – Virginia Beach, VA

PRIMARY FUNCTION:
To assist the Project Manager with all Project specific administrative

requirements as defined by the Hourigan Construction Procedures Manual and the

specific project requirements and Construction Contract Documents.

PRIMARY DUTIES:
Perform and coordinate all duties in conjunction with the duties of the

Project Manager.

Perform the specific duties as detailed below.

1. PROJECT CONTACT LIST

Prepare the initial project contact list from the Subcontractor/Supplier

information received from Purchasing

Update the list as required by the addition of Subcontractors/Suppliers or

as required by the Project Manager

Distribute the contact list to the applicable recipients as established by

the Project Manager

2. DOCUMENT DISTRIBUTION AND CONTROL LOG

Receive, date stamp and log-in all original and revised Design Documents

upon receipt (including documentation received via fax)

Notify Project Manager of receipt and request distribution information

Transmit and distribute documents to the applicable recipients

Update and print Document Control Log for Project Manager’s regular

jobsite meeting

3. SUBMITTALS AND LOG

Review Submittal Schedule with Project Manger

Review Submittal Schedule for outstanding items once a week

Follow-up with Subcontractors to acquire Submittals

Receive and log-in Submittals

Notify Project Manager of receipt for review and notations

Establish distribution recipients with Project Manager

Transmit and distribute Submittals for approval with established return date

Review Submittal Log for outstanding items once a week

Follow-up with the Architect / Engineer to retrieve Submittals

Receive and log-in reviewed Submittals

Notify Project Manager of receipt and status (approved, rejected) of

Submittals

Transmit and distribute Submittals accordingly

Print updated Submittal Log for use by Project Manager at on-site Project

meeting

4. RFIs AND LOG

Assist the Project Manager in preparation of the RFIs

Enter all RFIs into the RFI Log

Fax all RFIs to the applicable recipients established by the Project Manager

Review RFI Log for outstanding items twice a week or as requested by Project

Manager

Follow-up with the Architect / Engineer to acquire answered RFIs

Receive and log-in answered RFIs

Forward all answered RFIs to Project Manager for distribution instructions

Fax all answered RFIs to the applicable recipients established by the

Project Manager

Print updated RFI Log for use by Project Manager at on-site Project meeting

5. RFIs AND LOG

Assist the Project Manager in preparation of the RFPs

Enter all RFPs into the Log

Fax all RFPs to the applicable recipients established by the Project Manager

Review RFP Log for outstanding items once a week or as requested by Project

Manager

Follow-up with the applicable Subcontractors to acquire completed RFPs

Receive and log-in completed RFPs

Forward all answered RFPs to Project Manager for use in preparation of CORs

Print updated RFP Log for use by Project Manager at on-site Project meeting

6. CORs AND LOG

Assist the Project Manager in preparation of the CORs

Enter all CORs in the Log

Fax all CORs to the applicable recipients established by the Project Manager

Review COR Log for outstanding items once a week or as requested by Project

Manager

Follow-up with the applicable Owners and Architects to acquire approved CORs

Receive and log-in approved CORs

Forward all approved CORs to Project Manager for use in preparation of

Contractor issued AIA Owner Change Orders (or for use in review and approval of

Architect issued AIA Owner Change Orders)

Print updated COR Log for use by Project Manager at on-site Owner’s

meeting

7. AIA OWNER CHANGE ORDERS (if not issued by the Owner’s Architect)

Assist the Project Manager with preparation of the AIA Owner’s Change

Order in accordance with the approved CORs no later than the 15th of each month.

Enter all AIA Change Orders in the COR / AIA Owner Change Order Log

Mail or overnight all AIA Owner Change Orders to the applicable recipients

established by the Project Manager

Review COR / AIA Owner Change Order Log for outstanding items once a week or

as requested by Project Manager

Follow-up with the applicable Owners and Architects to acquire approved AIA

Owner Change Orders

Receive and log-in approved AIA Owner Change Orders

Forward a copy of all approved AIA Owner Change Orders to Project Manager

for use in preparation of Applications for Payment

8. SUBCONTRACTOR CHANGE ORDERS AND BUDGET ADJUSTMENTS

Prepare all Subcontractor Change Orders in accordance with the approved AIA

Owner Change Orders

Update the RFP Log with approved Subcontractor Change Order amounts and the

sequence number

Prepare and attach the budget adjustment for the corresponding AIA Owner

Change Order

Forward both Subcontractor Change Orders and budget adjustments to the

Project Manager for review and approval

Make required modifications and forward both Subcontractor Change Orders and

Budget Adjustments to Accounting for input into the cost accounting system

9. MEETING NOTICES, AGENDAS AND MINUTES

Prepare and fax meeting notices to applicable recipients established by the

Project Manager

Prepare the meeting sign-in sheet with applicable Subcontractors added or

removed by the Project Manager (if requested by the Project Manger)

Prepare a rough draft of the meeting agenda for completion by the Project

Manager (if requested by the Project Manger)

Receive and review meeting notes from Project Manager (if requested by the

Project Manger)

Prepare a rough draft of the meeting minutes for completion by the Project

Manager (if requested by the Project Manger)

Fax completed meeting minutes to recipients established by the Project

Manager

10. CORRESPONDENCE

Assist Project Manager in distribution of all project specific

correspondence

Follow-up with applicable recipients of correspondence requiring responses

Assist Project Manager in preparation and distribution of all documents that

can be mail merged

11. CLOSE-OUT DOCUMENTS

Prepare the following close-out documents for review by the Project Manager:

Vendor Completion Report

Punch List Certification

As Built Listing

Vendor Attic Stock Listing

Vendor Warranty

Distribute the close-out documents to all Subcontractors and Suppliers

Follow-up with Subcontractors and Suppliers to acquire completed close-out

documents

Receive and assemble all close-out documents from Subcontractors and

Suppliers for use by the Project Manager in the project close-out process

Assist the Project Manager in preparation of the Owner’s 3 ring binder

close-out manual

Prepare the project files for archive filing in accordance with HCC written

filing procedures

12. GENERAL OFFICE RESPONSIBILITIES

Assist in obtaining permits, bonds, certificates of occupancy, etc. from the

applicable authorities for each specific project

Perform general “runner” responsibilities for the office when convenient

Answer phones as a back-up to the receptionist when occupied

Receive and process all Warranty calls from Clients as follows:

Respond to all warranty calls and requests by issuing the HCC warranty

form to the appropriate Subcontractors

Follow-up with the Subcontractors to confirm completion of the required

warranty work

Notify the Project Manager of the completed work for his follow-up with

the Owner

File the correctly completed warranty form

QUALIFICATIONS AND EXPERIENCE:
4 Year Degree or equivalent education and training.

Industry Experience: 3 to 4 years is preferred.

Knowledge and thorough understanding of the Commercial Construction industry

administrative practices and LEED certifications is desired.

Excellent communication, computer, and interpersonal skills.

Must possess the utmost of personal integrity and have the ability to

contribute significantly to extending a culture of collaboration, both

internally and externally, in order to maintain the superior reputation of

Hourigan Construction.

About secureteam

secureteam
A Computer Programmer whose articles got mentions from the likes of The New York Times, Kissmetrics and AllTopStories. He writes articles, novels and poems; spends most of his time reading everything he could get his hands on. He is currently pursuing his Masters from The University of Illinois and holds a Bachelors in Electronics Engineering from the University of California. He is a programmer, a motivational writer and speaker.

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