Project Administrator

Zephyr Rail Project Administrator

Zephyr Rail is an engineering design and construction management firm based in Orange, CA. We specialize in providing comprehensive solutions in railroad design, construction management, and UAV solutions. We are proud to have earned Zweig Group's recognition as a "Best Firms to Work For" for three consecutive years, demonstrating our commitment to our team and our industry.

Job Summary

As Project Administrator supporting our client, you will be the operational backbone of a specialized program coordinating third-party development and utility projects. You'll handle document control, contract administration, safety coordination, and operations, covering many aspects of transit construction.

Responsibilities

• Oversee the intake and closeout procedures for related development and utility projects, encompassing review, logging, and routing tasks to the correct team members.
• Coordinate with construction management team, operations and stakeholders to support the project manager.
• Manage the shared inbox and ensure that all incoming correspondence is routed promptly.
• Distribute and maintain monthly updates for the project, including project map, and related tracking documents.
• Make sure all documentation is completed and stored according to the client's standards.
• Tracking Process Construction Work Plans (CWPs) and Requests for Information (RFIs) throughout review and approval stages.
• Complete Job Hazard Analyses (JHAs) and coordinate their review with the client
• Handle requests for as-built drawings and oversee document control for all project files.
• Manage Dig Alert clearance tickets by forwarding, tracking, and confirming clearances before excavation work.
• Conduct Daily Inspection Report (DIR) audits to verify adherence to documentation standards.
• Manage and monitor Right of Entry (ROE) requests and approval statuses with the client and related departments.
• Coordinate requests for track allocation, manage single-tracking events, and organize bus bridge operations with the client's Operations.
• Offer accounting assistance such as encumbrance tracking and task order management.

Qualifications

• Over three years of experience in project administration, document control, or supporting construction management, ideally within a rail, transit, or infrastructure setting.
• Proven ability to manage and monitor large volumes of documentation, correspondence, and action items simultaneously.
• Experience with Right of Entry, Dig Alert/811, or construction permitting processes is highly desirable.
• Proficient in MS Office (Excel, Outlook), document management tools, and shared inbox/ticketing systems.
• Meticulous attention to detail and thorough follow-up ensure that all tasks are completed and nothing is overlooked.
• Possesses strong written and verbal communication skills and is comfortable engaging with contractors, agency staff, and internal team members.
• Experience working with Procore, Bluebeam, or comparable construction management platforms.
• Exposure to accounting support tasks like encumbrance tracking and task order management.
• Experience in utility coordination, review of adjacent developments, or transit operations coordination.
• Authorized to work in the United States.

Salary Range: $35.00 - $45.00 / hourly Benefits Paid Medical, Dental, and Vision, 401(k) Plan (with company match), Paid Time Off (PTO), Paid Holidays, Disability Insurance, Educational Assistance and Licensure Support, Performance-based Bonuses, Service Awards, Flexible/Hybrid Work Arrangements (role-dependent).