Admin/Project Coordinator in Salem, OR at Pridestaff

Date Posted: 4/9/2018

Job Snapshot

Job Description

Project Administrator 

Our Client:

Our client is an industry leader and one of the largest and most respected industrial refrigeration and mechanical contracting firms in the industry. Specializing in system design, installation, service support and regulatory compliance, the client is dedicated to exceptional engineering, workmanship, teamwork and a strong client relationship. As a full service Refrigeration Contractor, they provide their clients with the option of a design-build approach.


The Project Administrator (PA) works in support of the Northwest Regional Manager, Project Engineers, Project Managers and Construction Superintendents to assist with construction projects, client quality and schedules. The PA contributes to a broad spectrum of construction elements and functions, enhancing project flow, improving customer relations, anticipating and solving problems and assisting to maintain an efficient and positive working environment.

Of equal importance, the PA plays a central role in maintaining open communication and partnerships with customers, suppliers, subcontractors and all team members.  This emphasizes the need for the PA to maintain a problem-solving mindset, to anticipate problems and to develop constructive and balanced solutions. 

Essential Duties and Responsibilities:

  • Maintain RFQ (Request for Quote) Log
  • Maintain Proposal Directory
  • Maintain Quote Log
  • Upon Project proposal acceptance, process contract information from Sales Associate
  • Create and maintain job files
  • Give necessary Project information to the Accounting Department to bill down payment and interim billing per Construction Superintendent, Project Manager and customer guidelines
  • Obtain contract and subcontract signatures as required
  • Prepare and maintain weekly Project Job Report, Job Budget List and Detailed Committed Costs report
  • Complete vendor pre-lien requests as needed
  • Provide Assistance to the Project Management Team
    • Enter Project change orders
    • Issue subcontracts as directed by Project Manager
    • Coordinate and facilitate weekly construction and sales meetings
    • Data entry of Construction inventory
    • Assist management with preparing for meetings and special events
    • Immediately alert Project Managers to potential changes or deviations from the estimate, either verbally or in writing and get their approval prior to proceeding with changes
  • Assist management with all other office projects as needed
  • Issue and code field purchases orders as requested
  • Maintain Records.

Customer Contact

  • Make decisions based on customer needs, desires and expectations and on our standards, not on personal preferences, style or theory
  • Maintain free-flowing information and cooperation between customer and our project team 
  • Work with project team to find best approaches to handle customer requests


  • Purchase all janitorial supplies
  • Ensure all time sheets are accurate and submitted on time to the payroll department ensuring that field labor hours are accurately charged to the appropriate job numbers and cost codes
  • Use resources in most effective manner (including sharing cost savings ideas with project management team)
  • Abide by approved budgets


  • Consider the importance of internal/external customer relationships when planning/conducting work
  • Provide support to the Northwest Regional Manager, Project Engineers, Project Managers and Construction Superintendents
  • The PA plays a central role in maintaining open communication and partnership with customers, suppliers, subcontractors and all team members 
  • Complete work in a timely, accurate and thorough manner and be conscientious about assignments
  • Perform all other duties as requested by the Northwest Regional Manager
  • The essential duties and responsibilities contained herein describe the scope of this position, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload.

Knowledge Skills and Abilities:

  • Excellent interpersonal skills (communication, listening, team player, cooperative, approachable)
  • Ability to assist in maintaining a positive team environment by maintaining a positive attitude toward all team members, vendors and customers
  • Ability to multi task, manage stress and perform acceptably under pressure
  • Ability to participate effectively in a team atmosphere by modeling and promoting conflict resolution, diversity, ethical practices and organizational citizenship
  • Experienced with Microsoft Office Products
    • Word
    • Excel
    • Project; preferred but not required.
  • Excellent organizational skills
  • Flexibility
  • Drives continuous improvement
  • Sets/meets goals that support our strategic plan
  • Ability to effectively change tasks at a moment's notice when the situation requires
  • Ability to maintain a problem-solving mindset; to anticipate problems and to develop constructive and balanced solutions 
  • Ability to operate general office equipment (Computer, printer, fax, copier, mailing center, etc.)

Qualifications, Education and Experience

  • Bachelor’s degree in business management preferred.
  • 5 years experience of related work experience may be used in lieu of degree.
  • 3 years of supervisory experience required

Required Assessment Tests:

  • Microsoft Word, Excel and Outlook, MS Project (only if you have experience)

Pay Rate:

  • $20.00 to $22.00 per hour


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  2. Office Manager Jobs