Project Administrator

Job Description

Job DescriptionDescription:

Position Summary:

The Project Administrator is responsible for managing the subcontract and purchase order administration process, maintaining contract compliance, and providing essential administrative support to multiple construction project teams and the Accounting Department. This position ensures that contracts, purchase orders, and associated documentation are accurate, complete, properly maintained, and processed in accordance with company procedures.

Serving as a liaison between Operations and Accounting, the Project Administrator monitors contract compliance requirements, proactively addresses outstanding documentation, and helps prevent administrative issues that could delay subcontractor and supplier payments. The position also supports project change management, maintains designated project records, and leads the administrative coordination of project closeout documentation.

Essential Functions:

Contract Administration & Compliance Management

• Prepare, issue, track, and maintain subcontracts, purchase orders, and change orders in coordination with project teams.
• Verify that required contractual documentation, including executed agreements, insurance certificates, non-disclosure agreements, and other compliance documents, is complete and current.
• Monitor outstanding contract requirements and proactively follow up with subcontractors, suppliers, and project team members to obtain necessary documentation.
• Serve as a liaison between Operations and Accounting to resolve contract compliance issues and help prevent delays in subcontractor and supplier payments.
• Maintain accurate contract records and compliance tracking in CMiC in accordance with company procedures.

Project Documentation & Information Management

• Maintain designated records, ensuring contracts, purchase orders, compliance documentation, and related records are accurately filed, accessible, and current.
• Upload original project drawings, specifications, sketches, and subsequent revisions into CMiC as requested, following organization and review by the Project Engineer, Assistant Project Manager, or Project Manager.
• Monitor assigned documentation requirements and follow up with responsible team members to ensure administrative records are complete and updated.
• Assist project teams with distributing documentation and communicate outstanding requirements to appropriate stakeholders.

Change Management & Cost Documentation

• Assist project teams with preparing, issuing, and tracking subcontract and purchase order change orders.
• Track outstanding requests for change pricing initiated by Project Engineers or Project Managers and follow up with subcontractors and suppliers as needed.
• Enter subcontractor proposals and supporting cost information into Potential Change Orders (PCOs) in CMiC.
• Monitor Field Work Directives (FWDs) for outstanding pricing and follow up with final pricing requests.
• Maintain organized records of subcontractor proposals, potential changes, and approved change documentation.
• Verify that required change documentation is complete, accurate, and processed in accordance with established company procedures.

Project Coordination & Team Support

• Provide administrative support to multiple construction project teams across various phases of project execution.
• Attend weekly project team meetings, track assigned administrative action items, and follow up to ensure timely completion.
• Reinforce established company policies and administrative procedures with project teams when appropriate.
• Coordinate with Project Managers, Project Engineers, Superintendents, subcontractors, suppliers, and Accounting to resolve administrative issues and outstanding documentation requirements.
• Anticipate upcoming contract, compliance, and documentation needs and proactively communicate requirements and deadlines to responsible parties.
• Maintain clear communication regarding outstanding administrative items, required actions, and potential delays, escalating unresolved issues when necessary.

Project Compliance & Closeout

• Collect, verify, organize, and maintain required project-specific insurance and compliance documentation.
• Lead the administrative coordination of the project closeout process, working with project teams, subcontractors, and suppliers to obtain required documentation.
• Request, track, collect, and organize warranties, operations and maintenance manuals, as-built drawings, and other documentation required for owner manuals and final project turnover.
• Maintain accurate closeout tracking records and proactively follow up with responsible parties to ensure required documentation is received and complete.
• Coordinate with project teams to support timely submission of complete and organized closeout packages in accordance with project requirements.

Requirements:

Knowledge, Skills, and Abilities:

• Exceptional organizational and time-management skills.
• Strong attention to detail, accuracy, and follow-through.
• Ability to manage multiple projects, priorities, and deadlines simultaneously.
• Strong written, verbal, and interpersonal communication skills.
• Ability to work collaboratively as part of a project team while also working independently.
• Strong computer skills and ability to learn and effectively use construction management and business software.
• Ability to communicate professionally with project teams, subcontractors, suppliers, consultants, and other external partners.
• Understanding of construction terminology, documentation, and project processes.

Education and Experience:

• Previous administrative, project coordination, or project support experience required.
• Construction industry experience a plus.
• Experience supporting multiple construction projects or project teams preferred.
• Experience with construction documentation, contracts, purchase orders, change orders, RFIs, submittals, and project closeout preferred.
• Proficiency with Microsoft Office and construction/project management software preferred. CMiC experience a plus.