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Requisition Number 17-0080
Post Date 12/18/2017
Title Project Administrator
City Columbia
State MD
Description Position Summary:

Responsible for project administration and construction accounting operations to support COPT Development and Construction Services including administrative project related functions, general administration and support, contract administration, and proposal coordination.

Essential Functions:

1.Project Administration
• Effective and timely administrative assistance with project-related activities, including overall planning, budgeting, tracking and documentation from project inception through closeout.
• Implement established or assist with developing new mechanisms and procedures for monitoring project variables with respect to contracts, change orders, permits, etc., and for intervention and problem solving as directed by Project Managers.
• Assess project administrative issues and develop resolutions to meet productivity, quality and customer satisfaction goals and objectives. Assemble drawings, manuals and other types of documentation related to the project.
• Coordinate plan distribution and consolidate review comments from Asset and Property Management, etc.
• Procurement of vendor W9s & Certificates of Insurance.
• Management of shared electronic files and hard copy records, including plans, files, boards, samples and O&M’s.
• Assist with project closeout procedures and turnover packages.

2. General Administration
• Assist in the preparation of a variety of materials including (but not limited to): letters, meeting minutes, notices, reports, transmittals, field directives, proposals, forms, presentations, etc.
• Perform general administrative duties for the Development and Construction function including such activities as (but not limited to): ordering supplies, scheduling meetings, maintaining calendars, arranging travel, expense reports, document management, maintaining files, distributing mail, scheduling and coordinating department and group meetings, technological support, arranging food and beverage service for meetings/events, etc.
• Provide administrative support for departmental and/or cross-functional committees as assigned.

3. Contract Administration
• Responsibilities include (but are not limited to): administration of contracts for services and materials related to development and construction projects, tracking and verifying proper approvals for execution and setup in accounting system; understanding terms to ensure compliance, monitoring open balances for validity, preparing change orders for signatures by others when necessary, obtaining insurance certificates and release of liens, maintaining paper and electronic files for all jobs and contracts, and notifying Property Managers of impending building completions, walk throughs, punch lists, and closeouts.

4. RFP & Proposal Coordination
• Assist with RFP and proposal preparation.
• Coordinate activities between architects, contractors, engineers, product representatives, tenants, clients and COPT in preparation of bid and/or permit packages.
• Obtain or make necessary blueprints, organize and expedite packages for delivery and/or pick-up.
• Assist with RFP coordination, submission and response.
• Prepare a variety of written materials, i.e. letters, notices, reports, transmittals, bid documents, permit submission forms, etc.

5. Accounting Administration
• Process accounts payable for development and construction projects.
• Review for accuracy, proper coding, available contract balance and payment due date.
• Coordinate invoice payment processing including check requests, vendor tracking, and vendor registration via Pay.
• Resolve issues with project managers or vendors.
• Ensure appropriate retainage withholding and release as directed by Project Manager.
• Communicate cash needs and anticipated receipts to Treasury.
• Prepare customer billing for assigned projects based on contract terms and resolve any billing disputes.

Secondary Reponsibilities:
• Provide assistance to the department head and other department personnel as needed.
• Provide backup support for company receptionist.
• Process improvement for CDCS.
• Perform other job related duties as assigned.


High school diploma or equivalent, AA Degree preferred, any equivalent combination of experience and training that provides the required knowledge, skills and responsibilities.

Further Training
As needed.

Professional Experience
Over 5 years of project & administrative coordination experience.

Computer Skills
• PC proficiency including Adobe and Microsoft Office applications (Project, Word, Excel, Outlook, PowerPoint etc.). Above average data entry skills, multiple system invoice processing and ability to learn company specific software.
• Ability to adapt to new or changing software programs.


Other Requirements
• Knowledge of Project Administration.
• Knowledge of construction accounting.
• Excellent organizational skills.
• Excellent written and verbal communication skills.
• Ability to prioritize workload, meet deadlines and adapt to change.
• Good problem solving and organizational skills. Ability to logically determine independently how a problem affects other aspects of the project.
• Familiar with construction terminology.
• Working knowledge of Job Cost System.

  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
  • Please view Equal Employment Opportunity Posters provided by OFCCP here.
  • The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
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An Equal Opportunity Employer