Project Administrator

COMPANY OVERVIEW

Dynalectric Company is a subsidiary of publicly traded EMCOR Group, Inc. (NYSE: EME), a Fortune 500® leader in mechanical and electrical construction, industrial and energy infrastructure, and building services for a diverse range of businesses. For 10 consecutive years, EMCOR Group, Inc. has been named one of the Top 5 “World’s Most Admired” Companies in the Engineering and Construction Industry by Fortune®.

Dynalectric is San Diego’s leader in complex, fully integrated design/build electrical services. Our project teams include specialists in the design, installation, commissioning and maintenance of tele-data communications, audio/video, process control, building management and fire/safety installations.

SUMMARY

We are currently hiring a Project Administrator to be located at one of our key onsite projects in the greater San Diego area and/or at our office. The Project Administrator is responsible for assisting department and project management with planning and coordinating activities and will provide information management support and document control. The ideal candidate must perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, providing information to visitors and callers.  This individual must have the ability to support the Project Manager in resolving problems as they arise.  They must be reliable, punctual, organized, detail-oriented and have a demonstrated ability to juggle multiple priorities in a very busy office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

•  Input payroll
• Maintain daily log
• Maintain Issues Log and escalate critical and/or sensitive issues in real time.
• Support management and field management
• Maintain RFI Log
• Maintain T&M (Time and Materials) Log
• Maintain Deliverable Log and communicate appropriately
• Track materials for the project
• Maintain Drawing Logs and update
• Document control
• Perform clerical duties, take memos, maintain files, and organize documents; photocopy, fax, etc. as needed
• Use computers for various applications, such as database management or word processing
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions
• Assist with project document control, including but not limited to, insurance, bonding, permits, submittals, RFI’s, change orders, correspondence, etc.
• Help prepare reports, presentations, data, and contracts; process and distribute internally and externally
• Manage and maintain files, records, and correspondence for meetings; organized filing system
• Type documents, drafts, reports, contracts, and executive correspondence
• Arrange schedules for meeting space and conference rooms
• Assist with travel; arrange itineraries and expense reports
• Update staff calendars and organize schedules
• Prepare information and research for executive needs
• Verify correct drawings are distributed to field.
• Assist with schedule of values, or billing format as required by the contract documents.
• Support project schedule showing completion, delivery dates and sub requirements. Integrate into overall project and manpower schedule as required.
• Create, maintain, review, correct, and enter information into databases
• Assist field personnel in closeout of project.
• Comply with all Company operating policies, procedures, and safety programs as established.
• Maintain confidentiality of company information
• Comply with I.S.O. 9000:2015 operations work instructions, contracts, safety program, and Company established policies and procedures
• Perform additional assignments as required by the company or as directed by management
• Able to work 40 hours per week in San Diego (jobsite location), and more as required.

QUALIFICATIONS

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PREFERRED EDUCATION and/or EXPERIENCE

• Prior experience handling office responsibilities, experience in customer service, or related field
• High school diploma or GED required
• Bachelor’s Degree or currently pursuing preferred
• Working knowledge of the construction industry, operations management, and safety practices a plus
• Working knowledge of federal, state, and city