Project Administrator

BUILD YOUR FUTURE WHILE YOU HELP BUILD A BETTER WORLD!

Tremco Construction Products Group brings together Roofing & Building Maintenance Commercial Sealants Waterproofing divisions Dryvit Nudura and Willseal brands Prebuck LLC Weatherproofing Technologies Inc. Weatherproofing Technologies Canada and PureAir Control Services Inc.

Altogether Tremco CPG companies operate 21 manufacturing facilities 6 distribution sites and 3 R&D/technology sites and employ more than 2700 people across North America.

If youre looking for a place to build a career and a life with great benefits advancement opportunity technology people and a commitment to a sustainable future youve found it with us.

PROJECT ADMINISTRATOR

This is a hybrid position (working both remote and onsite in Beachwood) and will support our Eastern Division.

GENERAL PURPOSE OF THE JOB:

Project Administrators play a crucial role in ensuring the smooth execution and success of projects by providing essential administrative support in collaboration with Construction Managers and Field Representatives throughout various project phases. Specifically the Business Operations Project Administrator is tasked with managing and coordinating all administrative aspects for an array of project types. This includes services like Patch and Repair Patch and Repair Plus General Contracting Safety Patch and Repair Building Envelope services IAQ Services (both standalone and integrated with General Contracting) Job Site Inspections Roofing Advisor Days Consulting Diagnostics TRACE ACT and several emergency repair services.

Key responsibilities encompass managing contractor payables handling customer billings and receivables ensuring compliance with standards and policies applying book pricing and WTI documentation policies overseeing commission and discounting policies processing change orders document management financial data entry and coordinating communications with Field Resources and Customers as required.

Success in this role requires a high level of professionalism strong organizational and prioritization skills effective time management and proficiency in relevant technology and software. Excellent interpersonal written and oral communication skills coupled with meticulous attention to detail accuracy and a self-motivated attitude are vital. The administrator must work effectively both independently and as part of a team demonstrating the ability to collaborate with customers field staff and various internal stakeholders.

This position involves regular interaction with multiple departments and teams including General Services General Contracting field operations Field Representatives Business Operations IT Finance/Accounting Warranty Tremcare Sales Accounts Payable Credit and Products. Given the dynamic and fast-paced nature of the role flexibility and adaptability are essential as the Project Administrator must navigate and respond to evolving project requirements and organizational needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The Project Administrator plays an integral role in the project lifecycle by validating organizing and ensuring compliance for all project documentation and financial processes. Upon receiving SAP Sales Order information from Customer Service Representatives the administrator confirms all compliance requirements based on the WTI Price Book Policy/Procedures and Contract Management Policy completing checklists to ensure data accuracy and completeness. Key responsibilities include managing critical project documents such as vendor applications subcontracts purchase orders Master Service Agreements specifications certificates of insurance payment and performance bonds prevailing wage rates certified payroll reports and state-specific compliance documentation. Project Administrators also facilitate and manage compliance submissions as needed.

This role includes dispatching service orders to WTI Technicians tailored to the specific project type. For General Contracting projects the administrator provides WTI Superintendents with essential service orders and field report links to streamline daily reporting. Additionally they maintain a comprehensive tracking spreadsheet for all projects providing up-to-date project insights.

Throughout each project the Project Administrator coordinates with Construction Managers Field Representatives field technicians customers and management to ensure seamless operations. Project management duties cover tracking time and expenses managing payables over 30 days monitoring plan versus actual costs verifying that all documents (such as bonds insurance and submittals) are submitted and approved ensuring costs align with budget expectations and validating all projects older than 90 days.

This role includes preparing customer invoices with accuracy and timeliness adhering to book pricing time and materials (T&M) not-to-exceed (NTE) limits lump-sum pricing and customer-specific billing requirements. Project Administrators must understand and apply WTIs commission and discount policies when processing invoices across both General Contracting and General Services. They also review projects for job closeout audits updating planned versus actual costs and completing a job closing checklist for final approval.

The Project Administrator is essential to ensuring that WTIs policies and procedures are followed precisely maintaining accurate financial data for reporting at month-end quarter-end and fiscal year-end. This role requires a comprehensive understanding of WTIs operational financial and compliance frameworks to support accurate project execution and reporting.

OTHER REQUIRED DUTIES:

• Project Management within the following technology platforms Salesforce e-Builder RoofSnap OLI Smartsheet WTI Quick Price App Concur
• Hours to Day Conversions
• Calculating Market Price
• Weekly backlog meetings
• Review and resolve customer disputes
• Manage tech service expenses
• Assist with travel and hotel arrangements for maintenance and repair routes
• Coordinate larger supply and equipment purchases arrange pickup payments and cost allocation
• Coordinate material orders
• Review and process Readsoft workflow items
• Monitor daily weekly and monthly reports
• Customer/Vendor Billing Portals
• Bi-weekly Project Review Meetings
• Payment Reconciliation
• Report low margin jobs
• Facilitate effective communication
• Process Implementation Reviews
• Assist in the preparation of project presentations reports and other project-related materials
• Problem Solving
• Conflict Management
• Escalation of concerns and issues
• Archive Project files as necessary
• Participate in special projects when necessary

EDUCATION:

Business Management/Administration or equivalent combination of education and experience.

EXPERIENCE:

• 4-7 years related experience and/or training
• Project Administration/Management Construction Accounting Sarbanes-Oxley public procurement or job order contract prevailing wage

OTHER SKILLS AND ABILITIES:

• Ability to handle multiple tasks prioritize effectively and manage time efficiently.
• Keeping records documents and project files organized and easily accessible.
• Excellent written and verbal communication skills to interact with team members stakeholders and clients.
• Proficiency in project management software as well as standard office applications like Microsoft Office (Word Excel PowerPoint).
• Capacity to identify potential issues early on and proactively seek solutions or escalate problems as needed.
• Ability to think critically and adapt to changing project conditions.
• Understanding of project budgets cost tracking and financial reporting.
• Ability to assist with financial documentation such as purchase orders invoices and expense reports.
• Strong time management skills to handle project deadlines and ensure timely task completion.
• Ability to manage time effectively in a fast-paced environment.
• Ability to work well with a diverse group of people from team members to external vendors.
• Skill in fostering a collaborative respectful work environment.
• Strong focus on meeting the needs of clients and stakeholders understanding project requirements and keeping them updated on project progress.
• Ability to resolve conflicts and keep the team working toward common goals.
• Handling disputes diplomatically and maintaining positive relationships among project team members.
• Knowledge of State prevailing wage DB and SCA

The salary rangefor applicants in this position generally ranges between $60000 and $66000. This range is an estimate based on potential employee qualifications operations needs and other considerations permitted by law.

Benefits:

Tremco offers a variety of benefits to its employees including not limited to: health insurance paid holidays paid time off 401(k) with company match Company Pension Plan Performance Based Commission and continuing education.

Qualified applicants will receive consideration for employment without regard to their race color religion national origin sex sexual orientation gender identity protected veteran status or disability.