Project Management Administrator

About New England Lab

For over 30 years, New England Lab, a full-service specialty sub-contractor, has provided laboratory furniture systems that support breakthrough discoveries and scientific advancement. We are proud to have provided laboratory furniture solutions to some of the leading universities, biotech, government, corporate, industrial, and medical research facilities in the Northeast, Mid-Atlantic, and Carolinas.

Opportunity

New England Lab is seeking a Project Management Administrator to support its corporate and satellite offices. You will join a team focused, fast-paced environment and will be integral in the daily operations of the Project Management and Engineering departments. Our PM Administrator needs to be self-motivated and highly detailed, placing value on both internal and external customer service. Proactive planning, coordination and communication are all essential to your role and daily tasks.

Role

In the position of PM Administrator, you will be responsible for the flow of information associated with coordinating, organizing and communicating all aspects of a project. Proactively support Project Managers with all correspondence, schedules, contracts, production schedules, and associated document control tracking. A PM Administrator assists with submittals, contract status, contract closeouts, checking orders, managing open items lists, purchase orders and project completion reports. In this position you will communicate with clients, General Contractors, and other departments on a regular basis. The PM admin will also engage in work sharing activities to support department needs as well as participate in cross training initiatives. This is a full-time, salary position with standard business hours 8am to 5pm M-F reporting to the Director of Project Operations.

Duties & Responsibilities

• Document, organize, and maintain project information and open items for clear references and easy retrieval
• Manage the data entry of material (processing, creating, sorting and sending packing slips)
• Responsible for maintaining contract schedules and status
• Keep all vendor maintenance and warranty material organized, current, replenished and re-order as necessary
• Organize, manage and produce job action reports
• Support project managers with the daily flow of information. Assist with introduction letters, AWPs, change orders, document management, coordination and project schedules
• Track and update open items and punch lists
• Assist with maintaining contract schedules and status
• Create and distribute install packs, including assisting Assistant Project Managers
• Create and Monitor P&D schedules
• Participate in project kickoff meetings and weekly project management meetings
• Check and confirm shop drawings, order acknowledgements, and product data submittals
• Work with accounting and estimating to ensure job cost values are correct
• Help track job costs to ensure projects are on budget
• Assist Assistant Project Managers and Project Managers in determining the correct product and pricing to be used on a project

Skills & Competencies

• 2-5 years experience in an administrative support role in the construction industry
• HS Diploma required. BA/BS preferred
• Experience interacting and communicating with outside customers (calls, inquiries, concerns)
• Experience with MS Office Suite, specifically Excel
• Enthusiastic and positive approach to position and tasks
• Dependable
• Strong work ethic
• Able to effectively manage information, schedules, and people
• Well organized and able to appropriately prioritize tasks
• Professional and clear communicator
• Excellent administrative skills

Disclaimer

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required. Duties, responsibilities, and activities may change at any time with or without notice. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

This is a stationary position involving constant operation of computers and other office machinery. Substantial repetitive motions of the wrists, hands, and/or fingers are required. Daily moving around or between offices and buildings to coordinate or plan with other departments or divisions may be necessary. Occasional travel for company/department coordination or training may occur.

We are an equal opportunity employer; applicants, employees and former employees are protected from employment discrimination based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability and genetic information (including family medical history), or any other characteristic protected by law.

About the Community

Our team is devoted to creating laboratories that meet the needs of the scientific community. Great leadership and talented team members are the heart and soul of our thriving environment. We focus on providing the best customer service possible and are committed to bringing our clients great results through integrity, dedication, and professionalism.

Benefits

We offer growth opportunities for motivated professionals and a great compensation package including dental insurance, medical insurance, pre-tax accounts for health and dependent care, 401K employer match, paid company holidays, and paid vacations.