Project Administrator jobs in Nashville, TN

The Senior Project Administrator will provide routine and advanced administrative support to one (or more) managers, departments or work programs. This position will be responsible for preparing routine, advanced and technical correspondence and reports; evaluating, developing and teaching best practices; and influencing and guiding others to achieve teamwork, learning and quality outcomes throughout the work program. All activities will be performed in support of the strategy, vision and values of JE Dunn.

• Autonomy & Decision Making: Makes decisions on routine matters, provides recommendations to supervisor and refers all exceptions to supervisor.
• Career Path: Various

PROJECT COORDINATOR - CORE
* Utilizes responsibility matrix (WorkSmart) to ensure alignment with ongoing business process improvement efforts, supporting full project lifecycle.
* Collects, processes, inputs, organizes and files data and documentation from various sources and stakeholders as requested by project management team in accordance with established business processes.
* Processes information within specific timeframes in order to maintain efficiency and timeliness.
* Provides timely and effective communication to internal and external stakeholders.
* Supports project management during the bidding process, with deliverables such as creating bid invitations, preparing specifications documents, addressing regulatory and compliance requirements and creating, tracking and following up on bid communications.
* Supports project management during the award process by;
o Issuing and/or preparing bond memos
o Setting up, issuing, and fully executing subcontracts
o System access to dashboards
* Organizes information into standard formats and reports in various systems and locations such as the project dashboard, CMiC, electronic signature tools, etc. Maintains documents per established file structure.
* Coordinates submission of project documentation per project requirements. Prepares routine correspondence (such as letters, emails, meeting notes and proposals) and reviews outgoing materials for conformance with best practice standards and formats.
* Creates and distributes potential change items (PCIs) and requests for information (RFIs). Follows up as needed to include pricing efforts and distribution of change orders.
* Supports project management with project deliverables, such as managing information on the project dashboard and electronically processing various documents (such as submittals, pay applications, bills of sale, compliance documentation, requests for information and change documents).
* Tracks, monitors and/or collaborates with internal stakeholders to ensure necessary documentation (such as badging, certified payroll, diversity reporting, insurance certificates, bonds, lien waivers, affidavits, etc.) meets compliance requirements before releasing payments to subcontractors.
* May receive and direct incoming telephone calls and visitors or provide additional administrative support to other functions to help meet business and staffing needs.
* Shares subject matter expertise to support teamwork and deliver results.
* Utilizes discretion and integrity with highly confidential and sensitive information.
* Demonstrates commitment to the highest standards of customer satisfaction by displaying courtesy and sensitivity and responding promptly to customer needs.
* Manages difficult or emotional customer situations promptly and efficiently.
* Meets client commitments; recognizes and acts upon service opportunities.
* Solicits and applies feedback to improve quality and service.
* May support various administrative needs for the project team as needed, such as arranging team member travel, managing expense reporting, etc.

SENIOR PROJECT ADMINISTRATOR

In addition, this position will be responsible for the following:

• Performs duties of the Project Administrator role successfully.
• Provides advanced and technical administrative support to the work program and/or one or more executives.
• Uses business acumen and knowledge of how to navigate stakeholder relationships to gather information necessary to complete non-routine and complex tasks.
• Serves as a change agent, participating in work program and corporate task forces to develop continuous improvement plans and resources, promoting productivity and quality outcomes.
• Provides guidance on resource allocation and workload management for project assignments.
• Provides feedback and coaching to support individual employee performance, learning and career development.
• Provides performance and development goal guidance for project support.
• Models and communicates a high degree of resilience and adaptability, constantly assessing priorities and competing demands and adjusts allocation of time and resources to increase efficiency and effectiveness in a highly dynamic and fast-paced work environment.
• Assess need for additional headcount and interview project support candidates for assigned area.
• Oversees onboarding and training for new project support hires for assigned area.
• Makes decisions in light of broader financial goals and constraints.

• Ability to perform work accurately and completely, and in a timely manner
• Communication skills, verbal and written - Advanced
• Proficiency in MS Office - Advanced
• Organizational skills - Advanced
• Ability to deliver quality through attention to detail - Advanced
• Strong business acumen and critical thinking ability - Advanced
• Knowledge of dashboards, file structures, TPS, PowerBI, Sharepoint - Advanced
• Ability to learn and use a variety of software, tools and systems necessary to meet business needs - Advanced
• Knowledge of construction industry terminology and documents - Advanced
• Knowledge of administrative, office and general accounting procedures and standards - Advanced
• Ability to conduct effective presentations - Advanced
• Proficiency in project management and accounting software, such as CMiC - Advanced
• Knowledge of organizational structure and available resources - Advanced
• Ability to provide informal and formal leadership, including mentoring and training, among team members and peers
• Ability to quickly and effectively solve complex problems - Advanced
• Ability to mentor and train for project management
• Ability to oversee performance management of all levels of project coordination
• Ability to build relationships and collaborate within a team, internally and externally

• High School Diploma or GED (Required)
• Bachelor's degree in business administration, construction, or related field (Preferred)
• In lieu of the above requirements, equivalent relevant experience will be considered.

• 8 years administrative or clerical support experience (Required)
• 5 years construction project support experience (Required)
• 5 years people management experience (Required)

The benefits package aligned to this position is Professional Non-Union. Please click the link below for more details.