Project Administrator

Job Description

Job Description

The Project Administrator provides administrative, financial, and operational support for construction projects while assisting with branch operations as needed. Working closely with Project Managers, Branch Managers, Sales, Finance, subcontractors, and customers, this position helps ensure projects are accurately documented, properly billed, compliant with company requirements, and completed efficiently. The Project Administrator serves as the primary administrative resource for assigned projects by maintaining project records, coordinating documentation, supporting billing and collections, and providing administrative support to branch operations.

Qualifications

• Associate degree in Business Administration, Construction Management, Accounting, or a related field preferred; equivalent work experience may be considered.
• Three or more years of administrative experience in construction, project administration, or a related industry.
• Experience with project billing, accounts receivable, project documentation, and general office administration.
• Working knowledge of construction project processes and documentation preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and business management software.
• Strong organizational, communication, and time management skills.
• Excellent attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines while working independently and collaboratively.

Core Competencies

• Project Administration
• Construction Documentation
• Project Billing and Accounts Receivable
• Organization and Time Management
• Customer Service
• Communication and Collaboration
• Financial Administration
• Problem Solving
• Microsoft Office Suite
• Attention to Detail
• Teamwork and Professionalism

Duties and Responsibilities

Project Administration

• Serve as the primary administrative resource for assigned projects, ensuring project documentation, billing, and records remain accurate and current throughout the project lifecycle.
• Support Project Managers from project initiation through closeout.
• Prepare, process, and maintain project documentation, including contracts, purchase orders, change orders, subcontracts, and project correspondence.
• Maintain complete and organized project files, ensuring documentation is accurate, current, and readily accessible.
• Track project milestones, documentation requirements, and closeout activities.
• Coordinate with customers, subcontractors, vendors, and internal departments to support successful project execution.
• Assist with subcontractor documentation, pay applications, lien waivers, and project closeout requirements.
• Monitor project documentation to ensure compliance with company policies, customer requirements, and applicable regulations.

Project Billing and Financial Administration

• Prepare and process customer invoices, AIA billings, and progress payment applications.
• Coordinate billing activities with Project Managers to ensure timely and accurate invoicing.
• Monitor accounts receivable and assist with collection activities in accordance with company procedures.
• Maintain accurate records of customer communications and payment activity.
• Assist with subcontractor payment documentation and lien release processing.
• Support project financial reporting and documentation.
• Assist with certified payroll documentation, as required.

Branch Administrative Support

• Provide administrative support for RAF Operations.
• Prepare daily deposits and reconcile cash receipts.
• Process customer payments, including checks, cash and credit card transactions.
• Coordinate new employee onboarding, safety documentation, and Human Resources paperwork.
• Collect approved employee timecards and submit payroll documentation.
• Prepare and submit required end-of-day (EOD) and end-of-month (EOM) reports and documentation to Corporate within established deadlines.
• Maintain organized office and project filing systems.
• Provide general administrative support to the Branch Manager and project teams, as needed.
• Perform other administrative duties as assigned.

Quality Labor Management (QLM) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, transgender status or sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws. The Company complies with applicable Federal state and local laws governing nondiscrimination in employment in every location in which the company has facilities.