Project Administrator

About the Role

The Project Administrator provides administrative and documentation support to project teams, helping ensure contracts, insurance requirements, project correspondence, financial documentation, and records are processed accurately and efficiently. This role works closely with project management, field teams, subcontractors, vendors, and internal departments to support day-to-day project operations. The ideal candidate is proactive, highly organized, and comfortable managing multiple priorities in a fast-paced construction environment.

Key Responsibilities

• Prepare, distribute, and track subcontracts, purchase orders, and change orders.
• Review subcontractor certificates of insurance and coordinate follow-up on missing or noncompliant documentation.
• Review and track subcontractor security documentation, including bonds and letters of credit.
• Prepare and distribute bid packages and addenda for construction management projects.
• Prepare, process, and distribute owner pay applications and owner change orders.
• Draft and distribute project correspondence and other administrative documentation.
• Create, update, and distribute project directories and contact lists.
• Maintain accurate electronic and hard-copy project records in accordance with company filing and document-control procedures.
• Coordinate project closeout, archival, and record-retention documentation.
• Follow up with subcontractors and vendors regarding outstanding contracts, purchase orders, insurance certificates, bonds, and other required documentation.
• Support project teams with document routing, tracking, reporting, and general administrative needs.
• Coordinate the preparation and distribution of project materials to regional and jobsite offices.
• Perform notary services for pay applications, bids, and other project documents, as applicable.
• Communicate professionally with project teams, clients, subcontractors, vendors, and internal departments.
• Assist with additional administrative and project-related responsibilities as needed.

Requirements & Tech Stack

• Proficiency in Microsoft Word, Excel, Outlook, and general office technology.

Qualifications

• High school diploma or equivalent required.
• Prior administrative experience required.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to manage multiple assignments, deadlines, and competing priorities simultaneously.
• Strong written and verbal communication skills.
• Ability to maintain organized and complete project records.
• Professional and effective communication skills when working with individuals at all levels of an organization.
• Ability to handle confidential and sensitive information with discretion.
• Proactive, dependable, and comfortable working both independently and as part of a project team.
• Additional administrative or business coursework preferred.
• Experience within the commercial construction industry strongly preferred.
• Current notary commission preferred, or willingness to obtain one if required.