Project Administration Coordinator

The Project Administration Coordinator is responsible for providing administrative and operational support to the Project Administration Manager and divisional teams across GenServ's Service, MEP, and Florida divisions.

This position plays an important role in supporting projects throughout their lifecycle, including initial job setup, project documentation, Procore administration, subcontractor coordination, proposal preparation, and material procurement support.

Working closely with the Project Administration Manager, Project Managers, Superintendents, vendors, subcontractors, and divisional personnel, the Project Administration Coordinator helps ensure projects are properly established, organized, documented, and supported from initial setup through completion.

This position requires strong organizational skills, attention to detail, the ability to manage multiple priorities, and proficiency in Procore and other project management systems.

Primary Responsibilities

Project Administration: Process job number requests, assist with project setup, and maintain accurate project records and documentation.

Procore Administration: Import project budgets, create subcontractor commitments, process change orders, and maintain project documentation.

MEP Project Support: Assist with submittals, takeoffs, RFIs, and other MEP project documentation.

Subcontractor & Vendor Coordination: Prepare subcontractor contracts, coordinate vendor documentation, and assist with new vendor onboarding.

Proposal Preparation: Prepare customer proposals using GenServ's established workbook and proposal forms.

Vendor & Material Coordination: Request vendor pricing, obtain submittal information, track material orders, and coordinate MEP material deliveries.

Project & Divisional Support: Provide administrative support to the Project Administration Manager, Project Managers, and divisional teams, ensuring project requirements and outstanding items are followed up on and completed.

Required Skills/Abilities:

• Excellent verbal and written communication skills.

• Excellent budgeting and cost containment skills.

• Excellent organizational skills and attention to detail.

• Excellent time management skills with a proven ability to meet deadlines.

• Strong analytical and problem-solving skills.

• Strong supervisory and leadership skills.

• Proficient with Sage or related software.
• Proficient with Procore or related software.
• Proficient with Smartsheet or related software.

These roles and responsibilities are subject to change.

Benefits:

• 401 (K) plan with employer matching contributions
• Dental Insurance
• Health Insurance
• Vision Insurance
• Life Insurance
• Paid Time Off
• Phone allowance

About GenServ

GenServ has the energy of a new company and the capabilities of an experienced one. We have a staff of skilled tradesmen, licensed professionals, and a qualified management team that enables us to supply a variety of services to our clients.

GenServ operates with a growth mindset for our company and our employees. We believe that by empowering our staff members to take initiative on projects, fine tune their skills, and work in a positive team environment, we are setting our employees and the company up for future success.

GenServ is consistently investing in new people that are seeking to master their craft, uphold the highest standards and grow our company to the benefit of all.