Project Administrator

Location: Various Projects, as assigned

Position Summary

Responsible for managing field office and site supplies, assisting Project Managers and Construction Managers in their administrative tasks including project submittals, greeting visitors, handling incoming and outgoing mail express packages, and performing general office duties.

Key Responsibilities

• Embrace Forgen’s Core Values in all aspects of the job.
• Greets visitors in a friendly and professional manner; logs all visitors with sign-in sheet.
• Receives and sorts incoming receiving tickets, daily forms, mail, express envelopes and courier deliveries; distributes mail to employees.
• Effectively manage and update comprehensive spreadsheets to monitor and report on materials inventory, ensuring real-time accuracy and availability.
• Maintain a well-organized and constantly updated spreadsheet that serves as a detailed repository for materials inventory, contributing to streamlined procurement and inventory control.
• Collect, review, and meticulously record fuel receipts within a structured tracking system, ensuring precision in financial records and compliance.
• Accurately enter data into the ADP software, enabling precise and efficient payroll processing and record-keeping.
• Skillfully handle timecard entries, maintaining detailed records of employee work hours, ensuring accurate and on-time payroll processing.
• Maintain a detailed Excel sheet to track incoming materials and associated costs, ensuring accurate and up-to-date records of expenses related to project deliveries and inventory.
• Prepares and posts all outgoing mail and express packages daily; maintains, checks and refills postage meter; arranges courier services.
• Orders and maintains field office and site supplies.
• Checks and distributes incoming email requests from site Info email box, if applicable.
• Coordinates and books travel arrangements for employees/interviewees; monitors travel expenses.
• Types memorandums, letters and other documents as required by management staff.
• Assist with preparation of project submittals including clerical revisions as requested by the Project Manager.
• Keeps office and filing/storage areas organized and clean; maintains knowledge of the location/stock of documents, etc.
• Coordinates site events, crew lunches, meetings etc.
• Perform additional assignments and special projects as directed.

Basic Qualifications

• High school diploma/GED or equivalent.
• Minimum three to five years of experience in an administrative capacity.
• Valid Driver’s License and ability to drive on behalf of company business.

Knowledge, Skills, and Abilities

• Highly motivated, with a demonstrated passion for excellence and taking initiative.
• Strong work ethic, willing to do what it takes to get the job done right the first time.
• Demonstrated commitment to ethics and integrity.
• Passion for safety, with the ability to help us ensure that nobody gets hurt.
• Team player with the ability to work independently to meet deadlines, goals and objectives.
• Strong organization, time management, and attention to detail.
• Excellent computer skills including knowledge and experience with Microsoft Office, Outlook, and Excel.
• Above average oral and written communication skills, leadership skills, along with use of independent judgement and creativity applied to resolution of issues.
• Highly proactive and responsive to internal and external customers
• Good problem-solving skills/decision-making skills.

Physical Demands & Work Environment

This office-based role requires frequent computer use and effective communication, with occasional travel to project sites as needed. Site visits may involve extended periods of standing or walking and required PPE, with potential exposure to heavy equipment, chemicals, dust, fumes, uneven terrain, and extreme weather.

This job description outlines the general scope of work and is not exhaustive. Employees may be assigned additional duties as needed. Requirements may be adjusted to accommodate disabilities, except where they pose a direct safety risk.

Perks and Benefits

Forgen offers a comprehensive benefits package, including medical, dental, vision, retirement plans, bonuses, paid time off, and more. We support a flexible work model for most non-craft positions and provide additional perks like education assistance, wellness programs, and employee awards.