Position Summary
The Project Administrator will directly support the Director of Operations, Project Managers, Superintendents, and Executive Leadership by managing project documentation, communications, subcontractor coordination, and administrative workflows across multiple active construction projects.
This individual will be responsible for maintaining project organization, ensuring document accuracy, facilitating subcontractor compliance, supporting billing and procurement processes, and helping ensure smooth execution from project inception through closeout.
This role is ideal for someone who thrives in a fast-paced construction environment and wants to grow into senior operations or project management roles over time.
Core Responsibilities
Project Setup & Initiation
- Assist with new project setup across internal systems and project management platforms (Procore, internal drives, accounting systems, etc.)
- Upload and organize drawings, specifications, permits, contracts, and project documents
- Create and maintain structured project folders and document control systems
- Track permit submissions, approvals, and jurisdictional correspondence
- Assist with subcontractor onboarding
- Coordinate subcontractor onboarding and ensure compliance prior to work commencement
- Assist leadership in preparing subcontract agreements, exhibits, scopes, and compliance documents
Document Control & Project Administration
- Maintain accurate, real-time document control across all projects
- Upload, track, and distribute: RFIs, Submittals, Change Orders, Meeting minutes, Drawings and revisions etc.
- Track drawing revisions and ensure project teams are working from current documents
- Maintain logs
- Assist in preparing and distributing project reports
- Ensure proper version control and document traceability
Communication & Coordination
- Maintain professional communication via email and phone with subcontractors and vendors
- Follow up with subcontractors on required documentation, pricing, and deliverables
- Assist with meeting coordination, scheduling, and distribution of meeting notes
- Support coordination of design-build deliverables and procurement timelines
Procurement & Financial Administration Support
- Assist in tracking subcontractor proposals, bid packages, and pricing revisions
- Assist with subcontract issuance and compliance tracking
- Support billing processes
- Assist in tracking project budgets, procurement status, and financial documentation
- Support procurement of long-lead materials and equipment
- Maintain organized procurement and vendor documentation
Project Execution Support
- Assist Project Managers and Director of Operations in managing multiple active projects simultaneously
- Support coordination between field operations and office operations
- Assist in tracking project schedules and milestone documentation
- Ensure subcontractors provide required documentation prior to mobilization
- Assist in preparation of change orders, project exhibits, and administrative deliverables
Qualifications
Required
- 5-10+ years administrative experience (construction industry strongly preferred)
- Commercial experience or previous work for a Commercial Construction company
- Knowledge of Procore and MS Projects
- Exceptional organizational skills and attention to detail
- Ability to manage multiple projects and deadlines simultaneously
- Strong written and verbal communication skills
- Highly proactive and able to work independently
- Strong sense of ownership and accountability
- Professional demeanor and ability to represent the company appropriately
- Proficient in:
– Microsoft Excel
– Microsoft Word
– Outlook
– Adobe Acrobat or Bluebeam
Growth Opportunity
This position provides a direct career path into:
- Senior Project Administrator
- Assistant Project Manager
- Project Manager
- Operations Manager
You will work directly with executive leadership and gain exposure to high-level construction operations, design-build delivery, and national-scale projects.
