Construction Project Administrator

About us:

Scalo Inc is the shared services company for the Scalo Companies, supporting construction businesses like Burns & Scalo Roofing, Scalo Solar Solutions, NexGen Metal Design Systems, and Burns & Scalo Roofing Ohio. We provide expertise in accounting, HR, safety, marketing, warehousing, and administration, allowing each company to focus on its core operations while benefiting from centralized support and innovation.

Position Summary:

The Construction Project Administrator m anages the contracts, compliance, and other administrative aspects of commercial construction projects. The Construction Project Administrator is responsible for supporting the Operations team’s day-to-day administrative functions for the commercial divisions of Burns & Scalo PA, Burns & Scalo OH, Cuddy Roofing, and Scalo Solar, from bid forms through job setup, contracts, change orders, invoicing, certified payroll, and closeout.

Our Values Statement:

Every great company starts with great team members. At The Scalo Companies, we're looking for individuals who live our OWNERS values every day. We believe in taking ownership, winning together, never settling, elevating others, protecting our reputation, and putting safety first. If that sounds like you, we'd love to have you on our team.

Key Responsibilities:

- Providing detail-oriented, exemplary administrative service to The Scalo Companies.

- Complete and submit bid forms and required bid documents on time for Estimators.

- Responsible for collection and completion of contract documentation and job setup for each commercial job:

Set up jobs in Sage 300 CRE (Timberline) software.

- Set up jobs in MasterKey.

- Complete OPS setup, including job folders.

- Track outstanding contracts and follow up with customers and internal teams until fully executed, including obtaining signature approvals. Works as a team with the Office & Facilities Manager on outstanding contracts.

- Track change orders from request to executed document and follow up with Project Managers, general contractors, and owners until approved.

- Effectively collaborate with the Operations team and Project Managers regarding contract documents, contract modifications, and submittal logs to ensure contract document requirements are met throughout the construction process.

- Enter monthly commercial invoices and pay applications (AIA G702/G703, percentage of completion, and retainage) in Sage 300 CRE, including approved change orders and required backup.

- Submit approved invoices to customers, including notary services when required.

- Submit certified payroll reports for in-house crews on prevailing wage projects.

- Collect, review, and track certified payroll from subcontractors (excluding labor subcontractors) and follow up on missing or non-compliant reports.

- Review and track collection logs and contact customers with aging accounts to coordinate payments.

- Escalate problem accounts to the Office & Facilities Manager.

- Works with the Accounting department to ensure payments are accurately reflected.

- Prepare recurring weekly reports for Operations and send them to the customer.

- Assemble and submit project closeout packages (warranties, O&M manuals, lien waivers, and final documentation) and track through completion.

- Maintain project, department, and general files, both electronic and paper, and control job file retention records.

- Perform other duties as assigned.

Required Qualifications:

- Strong organization and follow-through, with the ability to keep many open items (contracts, change orders, certified payroll, closeouts) moving to completion.

- Comfortable contacting general contractors, owners, and subcontractors by phone and email to obtain documents and payments.

- Customer focus, problem solving, learning orientation, detail-orientation, time management, thoroughness, and strong math skills.

- Must possess the skills to interact with multiple Project Managers and Estimators.

- Be able to shift from one project to another working with several Managers and Estimators at a time.

- Proficiency in Microsoft Office (Outlook, Word, Excel, and Teams).

- Minimum of two years of experience in an administrative, contract administration, or project coordination capacity, preferably in construction

Preferred Qualifications:

- Working knowledge of Sage 300 CRE (Timberline) software for the construction industry.

- Hold Notary Public designation, or willingness to obtain.

- Prior experience with certified payroll and prevailing wage compliance.

- Prior experience with construction contract administration, change orders, and project closeouts.

- Prior experience in AIA commercial invoicing forms and understanding of percentage completion and retention invoicing procedures.

Physical Requirements:

- Exposure to work - Office Work Environment.

- Ability to occasionally move about inside the office to access and maintain file cabinets, office equipment, etc.

- Ability to operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer

- The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.

- The ability to observe details at close range.

- Lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds across office for various needs.

- Ability to sit; Occasionally climb or balance, and stoop, kneel, crouch or crawl.

Benefits:

- Profit Improvement Incentive

- 15 Days of Paid Time Off and 7 paid Company holidays

- Health, Dental, and Vision Insurance

- Company-paid life insurance

- 401(k) with company match

- Short and Long-Term Disability Insurance options

- Health Savings Account with company contribution

- Employee Assistance Program (EAP)