Description
We are looking for a Project Administrator to support construction operations, project management, estimating, payroll coordination, and office administration for active construction projects across multiple market sectors. This role is responsible for maintaining accurate project documentation, supporting field operations, coordinating administrative processes, and assisting project teams to ensure successful project execution.
Key Responsibilities
Project & Construction Administration
- 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
Assist the Project Management team with:
- Preconstruction meetings
- RFIs (Requests for Information)
- Project submittals
- Change order tracking and processing
- Pay applications
- Project documentation and closeout materials
Assist the Estimating Department with:
- 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
Payroll & Timekeeping Coordination
- 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.
Production Tracking & Reporting
- 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.
Permitting & Compliance
- 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.
Accounts Payable Support
- 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.
Invoicing & Accounts Receivable Support
- 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.
Additional Responsibilities
- 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
Comprehensive medical, dental, and vision coverage
401(k) with company match
PTO, holidays, and a paid winter shutdown
Professional development & career growth opportunities
Supportive team environment in a respected, growing company