Project Administrator

Job Description

Job Description

Job Title: Project Administrator/Coordinator

Job Description

The Project Administrator supports the successful delivery of construction and facilities projects by managing scheduling, permitting, and due diligence activities. This role coordinates closely with internal project teams and external authorities to secure required approvals, maintain accurate records, and ensure projects progress efficiently and in compliance with all applicable requirements.

Responsibilities

• Collaborate with departmental leadership to apply established departmental structures, processes, and procedures in coordination with other departments.
• Provide comprehensive support in scheduling, permitting, and administrative and technical due diligence to enable efficient execution of assigned projects.
• Prepare strategic schedules for overall project programs as well as individual projects, aligning timelines with project goals and constraints.
• Research and determine appropriate due diligence requirements with the Authority Having Jurisdiction (AHJ) for each project location, including building, planning, zoning, and related approvals.
• Compile permitting due diligence requirements, including documentation needed for building, planning, zoning, architectural review boards, special uses, and site approvals.
• Manage the entire permit submission process, including preparing and submitting applications, coordinating correspondence with AHJs, responding to comments and corrections, and obtaining ready-to-pick-up permits.
• Maintain and update the internal permitting database, ensuring accurate and current permit status information for all active projects.
• Provide regular status updates to project teams regarding permitting milestones, issues, and expected timelines.
• Complete necessary project management reports that can be shared with internal project teams and clients, ensuring clarity and accuracy of project information.
• Perform office administration tasks and support project team assignments, including data entry, document management, and meeting coordination.
• Schedule and coordinate project-related meetings, ensuring all relevant stakeholders receive appropriate documentation and updates.
• Follow established client and firm quality assurance procedures to support consistent, high-quality project delivery.
• Support project management activities including code review and analysis, quality control, and construction administration tasks as assigned.
• Maintain organized and comprehensive records related to permitting, project documentation, and departmental activities.
• Perform other designated tasks as assigned to support the successful completion of projects and departmental objectives.

Essential Skills

• Bachelors degree
• 1 or more years of experience in project coordination / project management
• Proficiency in Microsoft Office applications.
• Proficiency with project management software and tools.
• Experience with project management processes, including planning, tracking, and reporting.
• Experience with code review and analysis related to building, planning, and zoning requirements.
• Strong project coordination skills within construction or facilities environments.
• Ability to perform accurate and efficient data entry and maintain detailed records.
• Ability to prepare detailed reports based on complex records and project documentation.
• Ability to maintain effective working relationships with colleagues, clients, vendors, and members of the public.
• High level of organization and attention to detail, with thorough knowledge of administrative and project support duties.

The Project Administrator works in a professional office environment within a permit procurement and project management setting. The role is 100% on-site, with daily use of Microsoft Office and project management software to manage schedules, documentation, and permitting activities. Work involves frequent interaction with internal project teams, external permitting authorities, vendors, and clients, primarily through email, phone, and virtual or in-person meetings. The position requires consistent attention to detail, adherence to established processes, and the ability to manage multiple projects concurrently in a fast-paced, growth-oriented organization. Standard business attire or appropriate professional dress is expected in alignment with a corporate office environment.

This is a Contract to Hire position based out of Cleveland, OH.

The pay range for this position is $26.00 - $28.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

This is a Contract to Hire position based out of Cleveland, OH.

This position is anticipated to close on Nov 2, 2026.

This is a fully onsite position in Cleveland,OH.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.