[Remote] Project Administrator

Note: The job is a remote job and is open to candidates in USA. Tremco CPG Inc. is a leading company in construction products, seeking a Project Administrator to support the smooth execution and success of projects. The role involves providing essential administrative support, managing project documentation, and coordinating communications with various stakeholders to ensure compliance and operational efficiency.

Responsibilities

• Managing and coordinating all administrative aspects for an array of project types
• Managing contractor payables
• Handling customer billings and receivables
• Ensuring compliance with standards and policies
• Applying book pricing and WTI documentation policies
• Overseeing commission and discounting policies
• Processing change orders
• Document management
• Financial data entry
• Coordinating communications with Field Resources and Customers as required
• Validating, organizing, and ensuring compliance for all project documentation and financial processes
• Confirming all compliance requirements based on the WTI Price Book Policy/Procedures and Contract Management Policy
• Managing critical project documents, such as vendor applications, subcontracts, purchase orders, Master Service Agreements, specifications, certificates of insurance, payment and performance bonds, prevailing wage rates, certified payroll reports, and state-specific compliance documentation
• Facilitating and managing compliance submissions as needed
• Dispatching service orders to WTI Technicians
• Providing WTI Superintendents with essential service orders and field report links to streamline daily reporting
• Maintaining a comprehensive tracking spreadsheet for all projects
• Coordinating with Construction Managers, Field Representatives, field technicians, customers, and management to ensure seamless operations
• Tracking time and expenses
• Managing payables over 30 days
• Monitoring plan versus actual costs
• Verifying that all documents (such as bonds, insurance, and submittals) are submitted and approved
• Ensuring costs align with budget expectations
• Validating all projects older than 90 days
• Preparing customer invoices with accuracy and timeliness
• Reviewing projects for job closeout audits
• Updating planned versus actual costs
• Completing a job closing checklist for final approval
• Ensuring that WTI’s policies and procedures are followed precisely
• Maintaining accurate financial data for reporting at month-end, quarter-end, and fiscal year-end

Skills

• Business Management/Administration or equivalent combination of education and experience
• 4-7 years related experience and/or training
• Project Administration/Management, Construction Accounting, Sarbanes-Oxley, public procurement or job order contract, prevailing wage
• Ability to handle multiple tasks, prioritize effectively, and manage time efficiently
• Keeping records, documents, and project files organized and easily accessible
• Excellent written and verbal communication skills to interact with team members, stakeholders, and clients
• Proficiency in project management software, as well as standard office applications like Microsoft Office (Word, Excel, PowerPoint)
• Capacity to identify potential issues early on and proactively seek solutions or escalate problems as needed
• Ability to think critically and adapt to changing project conditions
• Understanding of project budgets, cost tracking, and financial reporting
• Ability to assist with financial documentation, such as purchase orders, invoices, and expense reports
• Strong time management skills to handle project deadlines and ensure timely task completion
• Ability to manage time effectively in a fast-paced environment
• Ability to work well with a diverse group of people, from team members to external vendors
• Skill in fostering a collaborative, respectful work environment
• Strong focus on meeting the needs of clients and stakeholders, understanding project requirements, and keeping them updated on project progress
• Ability to resolve conflicts and keep the team working toward common goals
• Handling disputes diplomatically and maintaining positive relationships among project team members
• Knowledge of State prevailing wage, DB and SCA

Benefits

• Health insurance
• Paid holidays
• Paid time off
• 401(k) with company match
• Company Pension Plan
• Continuing education

Company Overview

Company H1B Sponsorship