Project Administrator

Summary

• Assist Sales Representative in administrating and managing the project phases through quote, design, estimating, fabrication, installation and invoicing.

• Transfers data into company system.
• Creates and maintains client/project information in company database; opens and updates jobs in company"s computer system.
• Researches and schedules landlord criteria and jurisdictional sign code to establish mandated design/construction parameters.
• Produces design request based on client design criteria, site survey, landlord criteria and sign code; interface with design department to produce design/ engineering drawings for client presentation and may assist with obtaining final design approval from client.
• Researches, locates, negotiates and obtains pricing from subcontractors and vendors.
• Produces estimating/bid request based on approved design and generates estimate-based project proposal including costs for design, fabrication and installation.
• Secures sign permit from project jurisdiction and secures deposit from the client or contracts with permit facilitators.
• Executes work/installation order outlining all aspects of project production and installation.
• Schedules and attends work order release meeting (a.k.a. production meeting or pre-production meeting) prior to fabrication to examine project drawings and work order for feasibility, engineering and color match.
• Monitors quality control during fabrication process. Inspects each sign produced in-house and via subs/vendors.
• Produces and manages change orders in response to fabrication/installation problems or client need; documents change orders for invoicing.
• Verify production drawings prior to production submission.
• Provides accounts receivable with all information necessary for invoicing.
• Contacts client to verify satisfaction if requested per Sales Rep.
• Assists with collecting accounts receivable when required.
• Be able to simultaneously manage multiple projects with accuracy and detailed cataloging.
• Requests COI"s, OCIP or additional verification of insurance coverage.
• Complete contract forms and respond to requirements, such as W-9, E-verify, safety manuals, professional references, vendor registration.
• Compile bid packages timely.
• Responsible for Call Before You Dig activation.
• Completes variance submittals for permitting.
• Weekly backup for front desk Receptionist.
• Works within the Admin Buddy System to cover for others as needed.
• Requests Purchase Orders daily.
• Requests paint chips with follow through for client approval of colors and materials