Are you ready to make an impact in a high-growth, multi-regional environment with a company that values innovation, teamwork, and client-centered solutions? At GRP|WEGMAN, a family-owned leader in facilities and energy solutions, we’re looking for a dynamic Construction Project Administrator to join our Bethalto, IL team. This role supports transformative projects across energy-saving retrofits, solar and microgrids, water and wastewater systems, and large-scale construction. If you thrive in a fast-paced, detail-driven setting and are passionate about collaboration, organization, and creating exceptional results, we’d love to hear from you. Join us and help shape the future of sustainable infrastructure!
An exciting opportunity to support a high growth, multi-regional team, from our Bethalto, IL headquarters. We are a family-owned business leader in facilities and energy solutions, with decades of experience delivering innovative and sustainable results. We are seeking a full-timeConstruction Project Administrator based in Bethalto, IL.
This role will work to support project managers in the administration, organization, accounting interface and overall project documentation across a diverse range of projects; including energy saving retrofits, general construction, solar and microgrid, water and waste water systems, and large scale retrofit and renewal projects for a variety of customer types.
We are seeking a candidate who embraces our core values of Operational Agility, Transparency and Honesty, Reliability and Trust, and a Client Centered approach. The successful candidate will contribute to a positive team-building atmosphere with a mindset of providing exceptional customer service.
• Administrative liaison between central accounting team and local project managers to assist in project file organization, project set up in accounting systems, and coordination of support activities across customer communications, Accounts Receivable, and AccountsPayable activities.
• Assist Project Managers with pre-qualifications and set-up of local subcontractors and trade partners.
• Manage and track Subcontractor documentation including Certificates of Insurance and other required compliance documentation (example – safety plans, bonds, QC, apprenticeship as required)
• Partner with accounting staff to maintain appropriate documentation relative to customer/contractor procedures for Invoicing, accounts Receivable, accounts Payable, waivers, etc. to support project cash flow utilizing Vista accounting systems.
• Prepare, process, distribute, track, and file contract documents with support from central office staff, for all relevant project documents including customer contracts, purchase orders, change orders, subcontract agreements, invoicing, W-9 forms, etc.
• Prepare, manage, and track submittal documents, approval processes, ongoing project documentation, closeout documents, punch lists, and other necessary communications in support of the project leadership team.
• Maintain supporting document information relative to project compliance for safety programs, diversity programs, or others as required.
• Support project scheduling documentation and updates in supporting software and communicate schedules to customers and subcontractors.
• Schedule and document project status meetings, minutes, and file storage for ongoing communications.
• Participate and drive utilization of Procore as the central toolset used to manage, organize, and run projects.
• May provide support in proposal, presentation, and other sales and marketing activities in support of sales and marketing teams.
• Integrate corporate best practices and project accounting practices with new local teams and support training efforts for new project leadership personnel related to central document control and accounting practices.
• Minimum of 3+ years related experience in a construction project administration environment.
• Minimum education – associate degree or higher in a construction management, business administration, accounting, engineering, or other related field.
• Proficiency in Microsoft Office suite, Procore/Smartsheet (or similar construction software), Vista (or similar accounting software), Microsoft Project or similar.
• Detail orientation with ability to identify and correct discrepancies/errors in documentation, schedules, budgets, etc.
• Excellent decision making and time management skills.
• Base salary commensurate with experience and skills
• Annual Bonus based on company performance
• Comprehensive benefits package includes company paid, low deductible medical, dental, vision, short term disability.
• 401k with company match.
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