Project Administrator

Description

Key Responsibilities

• Support construction services and new construction projects through coordination with project managers, estimators, field personnel, subcontractors, vendors, and clients
• Communicate and coordinate contract document requirements with internal staff and contractors

• Preconstruction meetings  
• RFIs (Requests for Information)  
• Project submittals  
• Change order tracking and processing  
• Pay applications  
• Project documentation and closeout materials  

• Pre-bid meetings  
• Managing plans, specifications, and addendums  
• Contacting subcontractors and vendors during bid cycles  
• Ordering certificates of insurance and bonds  
• Completing project pre-qualifications  
• Quantity take-offs and bid support  

• Ensure daily employee time entries are completed and approved accurately.  
• Coordinate with payroll to reduce processing discrepancies and improve payroll efficiency. 
• Verify approvals, notes, and per diem entries for payroll processing accuracy.  
• Act as a liaison between field personnel, payroll, HR, and corporate administration.  

• Ensure daily production information is entered accurately and on time.  
• Track and verify shot reports, drill logs, seismograph reports, and related project documentation.  
• Compile production reports and supporting documentation for invoicing and project records.  

• Gather, organize, and submit permit applications for active projects.  
• Research permit requirements for new jurisdictions and project locations.  
• Track permit submissions, approvals, expirations, and renewals to maintain compliance. 

• Assist with accounts payable processes by reviewing vendor invoices for accuracy and completeness. 
• Track material deliveries, subcontractor services, and purchase orders to verify invoiced quantities and charges. 
• Coordinate with project managers, superintendents, and field personnel to resolve invoice discrepancies and obtain supporting documentation. 
• Maintain organized records of invoices, delivery tickets, receipts, and supporting documentation for audit and project cost tracking purposes. 
• Assist in coding and routing invoices for approval in accordance with company procedures. 
• Monitor outstanding invoices and support timely processing to maintain positive vendor relationships. 

• Prepare invoices and pay review applications to ensure all billable units and hours are accounted for in accordance with contract requirements.  
• Organize and maintain all invoice backup documentation per customer requirements.  
• Coordinate notarization and processing of pay applications.  
• Assist with tracking and obtaining missing billing documentation.  
• Review accounts receivable aging reports to support timely customer payments.  
• Office & Administrative Support 
• Serve as the primary administrative contact for the division office.  
• Greet visitors, answer incoming calls, and coordinate vendor deliveries.  
• Assist with new employee onboarding and administrative setup.  
• Oversee office supply ordering and inventory.  
• Coordinate office meetings, training events, meals, and conference room scheduling.  
• Manage video conferencing systems and meeting logistics.  
• Prepare meeting agendas, reports, and presentation materials as needed.  

• Maintain organized project and office records in both digital and physical formats.  
• Support special projects and operational initiatives as assigned.  
• Perform other duties as assigned by Division Management, Project Management, Estimating, HR, or Operations leadership.  

Skills, Knowledge and Expertise

• Strong ability to coordinate across project managers, field teams, subcontractors, and vendors
• Experience supporting multiple projects simultaneously in a fast-paced environment
• Detail-oriented with strong organizational and documentation control skills
• Ability to identify discrepancies, troubleshoot issues, and follow through to resolution

Benefits