Assistant Project Administrator

Assistant Project Administrator

The desire to pursue a career in construction may have been planted in your heart early, passed down from generations or seeded by an early fascination with the building process. There may have been the realization that construction aligns with your skills and interests. Or maybe it happened later, when you saw an opportunity to take your career in a new direction.

You want to be part of a team that shares this passion and sense of purpose—a team that works collaboratively, respecting and listening to each other and treating each other like family. You want opportunities to grow, and you care about work-life balance. You want to know that the company you work for is ethical and responsible.

We know you can work for any company, but if you want a career with a company that’s been named a Best Place to Work, is Building With Purpose®, cares about others, and allows you to be true to yourself, your calling, your passion and your values—come build something great with us. Be a True Builder®.

The Assistant Project Administrator provides exceptional support to a division and its manager(s). This position processes administrative items, organizes company activities, handles projects and much more.

YOUR DAY-TO-DAY: (Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.)

• Assist salary and hourly team members with payroll system hh2, including joining groups and time entry as needed
• Assist with hourly and salary team member transfers, completing transfer forms, Project Personal Assignments (PPAs) and documentation
• Complete wage authorization forms for hourly employees and route for approvals, submit to payroll
• Assist all new hires with I9 paperwork and project and division orientation – including all relocation expense reports, equipment needs, and providing direction to policies/procedures, other information as needed.
• Assist with arrangements for sales outings, conferences, and other related events and aid in preparation of sales packets for distribution, materials for sales conferences
• Schedule, invite attendees and arrange for various project meetings – kick-off, schedule development, etc.
• Verify contractor and business license in place prior to project commencement
• Provide assistance creating subcontracts, purchase orders and change orders in Procore as needed
• Route all trade partner, purchase orders, and change orders through Procore/DocuSign
• Provide assistance to subcontractors and vendors regarding bonds, Textura, myCOI, and TradeTapp systems to ensure all remain compliant
• Assist with tracking and communications to trade partners on myCOI (electronic insurance processing system) insurance compliance throughout
• Provide assistance in the preparation of reports and other materials for monthly OAC Meetings
• Assist in the administration of Submittal & Material Status logs and follow up on shop drawings, submittals, samples, material delivery status, etc. that are due according to prepared Submittal Register in Procore.

WHAT YOU BRING TO THE TEAM: (Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job)

High School Diploma (or GED or High School Equivalence Certificate) required. Associates Degree or higher education preferred.

Three (3) years’ experience as an administrative assistant, project coordinator or similar, preferably construction experience.

Ability to read and speak English.

Proficient in all Microsoft Office programs.

Experience with Procore, Textura and any other project management software is beneficial. If not, must possess core competency to quickly learn new programs and applications.

Notary Public Commission preferred.

Robins & Morton is a privately held construction firm based in Birmingham, Alabama, with offices in Charlotte, Dallas, Huntsville, Miami, Nashville, Orlando, San Antonio, Tampa and Raleigh-Durham. The firm specializes in the construction of healthcare, hospitality, higher education, entertainment, sports and government buildings. Since 1946, the firm has built a reputation as a trusted advisor to clients nationwide by cultivating a high-performing team that values integrity, safety, and innovative thinking. Robins & Morton is consistently ranked as one of the top 100 contractors in the United States, and one of the top 15 in the Southeast.