Project Administrator

Description:

Job Summary:

As a Project Administrator, you’ll be the backbone of the project team, keeping everything organized and moving forward. You’ll manage critical administrative tasks, assist project teams, and serve as a primary point of contact for vendors and partners. This role is all about attention to detail, clear communication, and supporting smooth project execution from start to finish.

Duties/Responsibilities:Contract & Financial Management

• Process AP invoices, subcontractor/vendor billings, and owner billings.
• Prepare owner contracts, change orders, and assist with contract reviews.
• Enter project estimates into Viewpoint and generate monthly billing reports.
• Review work orders and send invoices upon completion.

Project Coordination & Documentation

• Set up new jobs, create folders, and maintain project files.
• Upload and manage plans, specs, contracts, permits, safety reports, and closeout documents.
• Notify subcontractors of completion dates and collect closeout items.
• Replace/update drawings and assist project managers and superintendents as needed

Compliance & Administrative Support

• Review insurance certificates for compliance.
• Manage W-9 distribution, scan/upload safety documents, and maintain filing systems.
• Complete additional tasks assigned by the area leader.

Requirements:

Education and Experience:

• Associates degree required
• Bachelor’s degree preferred
• 3-5 years of experience preferred

Required Knowledge/Skills/Abilities:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and project management systems such as Viewpoint or CMiC.
• Skilled in organization, analysis, and problem-solving with strong attention to detail and quality.
• Clear and effective communicator, able to collaborate across teams and work independently.
• Strong time management and judgment with the ability to prioritize and follow established standards.
• Self-starter with a service-oriented mindset, adaptable to feedback, and consistent in delivery.

Work/Physical Environment

• Ability to remain in a stationary position within an office environment