Project Administrator

Construction runs on documents, and this is the person who keeps them straight. You’ll support the project managers and superintendents across several active jobs at once: contracts out and executed, insurance current, owner billings accurate and on time, and files complete from startup through closeout. You report to the Vice President of Project Management and work closely with accounting.

What you’ll do

• Support several commercial projects at once, handling the administrative work that keeps them moving.
• Set up and maintain complete project files, electronic and physical, and keep contract documents current in Autodesk Build.
• Prepare and distribute owner and subcontract agreements, then track their status and confirm the required documentation is in before a job starts.
• Prepare owner pay applications to the contract, compile the backup, coordinate the PM’s review, and submit inside the deadline.
• Collect and review Certificates of Insurance, verify compliance before a sub mobilizes, and chase renewals ahead of expiration.
• Keep the logs current — contracts, subcontracts, pay applications, COIs, closeout.
• Assist with vendor prequalification and contract compliance requirements.
• Coordinate communication between the PMs, accounting, subcontractors, vendors, and owners; schedule meetings and distribute the documentation.
• Track payment status, support accounting on billing questions, and archive completed projects to procedure.

What you bring

• Three or more years of administrative experience, commercial construction preferred. High school diploma or GED required.
• Working knowledge of Autodesk Build, Viewpoint Vista, Bluebeam Revu, and Microsoft Office — Excel especially.
• Preferred: an associate’s degree in Business Administration, Construction Management, or Accounting, plus experience with contract administration, owner pay applications, and COIs.
• The discretion to handle confidential information without being reminded to.
• The kind of organization that makes a missing COI impossible, not just unlikely.