Executive Construction Administrator

Spartan Construction Management, a division of Spartan Investment Group, is a full-scale design-build company established to execute self-storage development projects and beyond. In 2022, Spartan Investment group was listed as the 5th fastest growing real estate company in the US (#128 overall) and joined the list of the top 100 owners of self-storage. In line with this growth, Spartan Construction Management (SCM) has grown exponentially as a nationwide Construction Management firm and General Contractor constructing for both Spartan Investment Group and external clients. SCM is excited to grow its nationwide team of top professionals while adhering to our values of GRITT and our core disciplines of Safety, Quality, Ownership, Professionalism, and Excellence. 

Job Summary:

As Spartan’s Executive Construction Administrator, you will be in the corporate office supporting the construction group. This position will involve administrative support of the business as well as construction support in due diligence efforts, capital improvements and other divisions of the construction group. The right candidate would be comfortable working with frontline managers, contractors, and executives. We need someone who is a leader, very detail oriented, a self-learner, a builder of processes, and comfortable maintaining a work-life balance in a fast-paced high-growth environment. 

Requirements

Objectives and Responsibilities:

• Assist in managing corporate insurance, project related insurance, and subcontractor insurance certificates.  
• Assist with data entry and project coordination for generating monthly project reports and corporate revenue reports.  
• Manage construction licensing requirements, continuing education coordination, and license renewals. 
• Manage business licenses and renewals and ensure SCM is in good standing with each Secretary of State for the states we choose to do business. 
• Investigate state, county, and city taxes to ensure we are tracking all taxable responsibilities. Coordinate with accounting to ensure tax payments are being made in accordance with requirements. 
• Assist in planning team offsite training(s). 
• Assist in travel coordination for leadership teams.  
• Assist in coordinating projects from start to finish. 
• Input data into record keeping software & track project related items. 
• Supports project documentation and coordinates documentation revisions and distributions. 
• Prepares standard project status reports for project delivery team or work group, client, and management.  
• Coordinates and schedules meetings and communication plan(s) regarding projects among team and/or client.  
• Coordinates change orders, change directives (CD) and contemplative change notices (CCN) with consultants and vendors. 
• Support the capital improvements group with subcontractor coordination, contract execution, invoicing, and administrative support in SCM’s construction management software, Procore.  
• Processes documentation for project commitments (i.e. Agreements, Contracts, Work Authorizations, Purchase Orders). 
• Sourcing bids from and vetting local subcontractors for cost, quality, performance. 
• Prepares and reviews invoices and pay applications for processing in accordance with compliance requirements as per established governance of clients. 
• Assists in project close-out procedures for all projects including arranging archiving of hard copy files; receipts of necessary close out/turnover documents; compliance with close-out checklist. 
• Assists Project Manager in maintaining project metrics for SLA & KPI's. Assists with project administration deliverables (i.e., meeting minutes; budget tracking; schedule updates; move management; closeout). 
• Work closely with project and construction management team to evaluate supplier performance indicators, invoices/billings, schedule, budgets, and funding. 
• Assist in annual planning and program build out of SOP’s 
• Performs other duties as assigned. 

Competencies:

• Communication - Excellent written and verbal communication skills. Ability to be tactful and articulate in stressful situation or with a variety of people from all backgrounds. 
• Business Acumen – General business knowledge and ability to ensure brand guidelines. Strong understanding of business revenue goals. 
• Initiative – Has a bias for action and is not afraid to be the first to speak up or take a fresh approach to something. Appreciates the trust and autonomy that comes with a macro-managed environment. 
• Organization – Able to handle a variety of tasks while still practicing good time management and communication to deliver assigned projects or important project milestones on time. Tend to multiple problems at once. 
• Customer Service – Treats internal and external stakeholders alike as a customer and has a service mindset. Seeks to identify solutions and addresses conflict in a tactful and empathetic way. 
• Leadership – Gain buy-in from a geographically diverse group. Ability to motivate others and help them succeed. Has a mentorship approach to learning and training development. 

Qualifications:

• 3+ Years of experience in admin position 
• Bachelor’s degree 
• Customer service mindset 
• Excellent communication skills 
• Proficiency with Procore a plus 
• Excellent time management skills and attention to detail 
• A drive to learn and do as much as possible in an entrepreneurial setting 
• Proficient with Microsoft Office, Specifically Excel, Smartsheets and Google Suite products.  

Benefits

• Competitive Full Time Base Salary: $60,000– $70,000
• Comprehensive benefits including 401k with company matching. 
• Access to company profit sharing. 
• Access to company carried interest program. 
• Wellness benefits include company paid health, vision, dental, short-term disability, and life insurance. 
• In house performance coaching. 
• Unlimited PTO. 
• Reimbursements for phone, transportation, and entertainment, and more through an innovative cafeteria benefits plan.