Project Administrator

Project Administrator

We are seeking an energetic and reliable Project Administrator to join our Evansville, IN team. This role is ideal for someone who thrives in a fast-paced environment and enjoys supporting both project administration and accounting functions. The successful candidate will be highly organized, detail-oriented, and possess excellent written and verbal communication skills.

Key Responsibilities:

• Phone & Office Support: Answer phone calls and assist with general office administration duties.
• Daily Job Materials & Ticket Tracking: Input daily job materials, scan ticket records to file, and maintain organized digital records.
• Job Costing & Reporting: Run daily/weekly job cost reports, scan records to file, and process transactions to support accurate daily job cost reporting.
• Job Setup & System Management: Perform Vista/HeavyJob setups, and maintain and track the Job Setup / Completion Date tracking master form.
• Contract & Compliance Administration: Review contracts, order Certificates of Insurance (COIs), prepare Subcontract Work Orders, and manage site exchange sub-approvals.
• Bid & Legal Package Preparation: Prepare legal bid packages and coordinate required documentation for upcoming project submittals.
• Safety & Field Operations Support: Manage Tool Box Talks/Safety documentation and call in, track, and record utility locates (811/Indiana 811).
• Document Management: Maintain and manage master job files-including subcontractor/hauler agreements, bonds, and certificates of insurance-and coordinate with accounting to follow up on missing or expired items.
• Process Improvement: Contribute ideas aimed at streamlining workflows, reducing paper usage, and promoting digital tools for higher operational efficiency.
• Teamwork & Support: Participate in cross-training opportunities to support other administrative and operational roles within the office as needed.

Skills and Experience:

• Technical Skills: Proficiency in Word, Excel, Google Sheets, and Google Docs, with experience setting up and maintaining basic spreadsheets. Experience with Vista, HeavyJob, or similar construction management software is strongly preferred.
• Industry Experience: Previous experience in construction administration, job costing, or working with Department of Transportation (DOT) regulations is highly desirable.
• Communication & Confidentiality: Strong written and verbal communication skills, with the ability to handle confidential documents and correspondence professionally.

Education:

• Education: A high school diploma, GED, or equivalent is required. A two-year degree is preferred.

Compensation:

Compensation: Commensurate with experience.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.