Project Administrator

Location:
Reports To: Director of Operations/ Project Management Lead

Salary: $80,000-$100,000 base salary, plus full benefits

Schedule: On-site with potential for future hybrid flexibility Start Date: Immediate
Status: Full-Time, Exempt

The Project Administrator plays a pivotal role in keeping large-scale construction and installation projects on schedule, on budget, and fully compliant with regulatory and contractual requirements. You will work closely with project managers, field crews, estimators, subcontractors, and suppliers, ensuring that documentation, scheduling, logistics, and compliance workflows are accurate and timely.
This position is ideal for someone highly organized, resourceful, and proactive, who is comfortable juggling multiple deadlines and priorities. You'll step into a well-defined role with comprehensive training and mentorship from a seasoned leader.

Core Responsibilities
Project Documentation & Compliance

Compile all closeout documentation including as-built drawings, warranties, and maintenance logs
Maintain submittal logs and track document status across all stakeholders
Compile and send submittals
Request submittals from subcontractors
Research, organize, and submit all documents required for DOL audits
Manage asbestos abatement notifications (10-day and emergency) and license renewals
Manage subcontractor paperwork
Manage paperwork GCs require
Manage certificates needed for bidding
Employee background checks

Schedule jobsite deliveries
Coordinate deliveries with site supervisor and field staff
Coordinate job meetings, site inspections, and permit paperwork
Calendar management: calendar invites for all pertinent events, ensure project managers and staff are aware of meetings and appointments
Oversee email correspondence and ensure all requests are being responded to by
project managers
Place orders for items such as brake metal, shades, accessories
Oversee deliveries of these items, handle backorders and ensure inventory is labeled and pertinent parties are aware of deliveries
Keep in touch with field staff and assist in any issues that arise
Keep track of job site specific requirements and coordinate activities accordingly
Update key stakeholders on project progress through participation in progress meetings and CPM schedules

Bid & Contract Support

Locate project bids, order bid documents, and complete bid paperwork
Organize bid docs and addendums- send to applicable parties
Organize subcontractor and vendor paperwork needed for bids
Manage requests for maintenance bonds

Administrative & Financial Coordination

Verify invoices against purchase records and work orders
Support scheduling of license renewals, annual filings, and vendor documentation
Assemble applications for payment and supporting documentation
Enter purchase orders
Track and follow up on AIR
Assist with audits
Properly save, rename, and manage incoming and outgoing files

Required:

3+ years of experience in construction, engineering, or manufacturing administration
Strong organizational and communication skills
Proficient in Microsoft Office (Excel, Outlook, Word); ability to learn job management platforms
Ability to prioritize and manage multiple tasks in a fast-paced environment

Preferred:

Experience with public works or prevailing wage projects
Knowledge of permitting processes, contract documentation, and project closeout procedures
Familiarity with safety certifications, crew licensing, and project compliance audits
Bilingual (English/Spanish) a plus

Key Attributes for Success

Reliable, detail-oriented, and proactive
Comfortable working with field crews, vendors, and clients
Able to spot and solve problems before they escalate
Eager to grow into a long-term role with leadership potential