Project Administrator - Flooring

1. Verifies internal and external approvals on drawings and documents to ensure proper authorization is obtained prior to order placement.
2. Converts bids and processes orders for products and services utilizing automated and manual procedures.
3. Coordinates and verifies reservation of manufacturing time, order placement, product receipt, and delivery schedules to support efficient installation. Communicates status updates and critical information to Project Managers.
4. Proactively communicates with Sales and Project Management to provide open order status reports, address inquiries, and escalate issues as necessary to ensure customer satisfaction.
5. Verifies and reconciles vendor acknowledgements to ensure order accuracy and proper fulfillment. Investigate discrepancies and expedite orders with manufacturers and freight carriers when required.
6. Assists in resolving project issues such as incorrect shipments, missing materials, specification errors, and scheduling conflicts by coordinating with internal teams, manufacturers, labor partners, and suppliers.
7. Completes administrative duties including project file maintenance, data entry, reporting, documentation management, and support for Project Managers.
8. Develops and maintains effective communication with labor partners, including distributing work orders and installation packets, confirming project readiness, and ensuring required paperwork, lien waivers, and invoices are received.
9. Works closely with Accounts Payable and Finance to resolve pricing, billing, invoicing, and payment discrepancies.
10. Maintains accurate and up-to-date project billing records and assists in ensuring projects are invoiced accurately and in a timely manner.
11. Assists Project Managers with project management activities, including attendance at project meetings, documentation gathering, schedule coordination, and customer communication as needed.
12. Reviews project information at booking to ensure all required data, including HubSpot and ERP system information, is accurate and complete.
13. Assists with contract reviews and project documentation to ensure all required project information is maintained.
14. Prepares and distributes AIA billing documentation and related project billing paperwork to appropriate internal and external stakeholders.
15. Tracks project documentation, maintains organized project files, and ensures required records are complete and readily accessible.
16. Actively participates in continuous improvement efforts and seeks opportunities to improve operational efficiency, project execution, and customer satisfaction.

• Minimum of 5-7 years of experience in an office coordinator, administrative assistant, or project support role
• Experience in construction project management, construction administration, or similar project-based coordination
• Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Excel, Outlook, Word); experience with project management or ERP software (e.g., Procore, CET, Teamdesign, or similar)
• Detail-oriented with strong follow-through and problem-solving skills
• Comfortable coordinating with vendors, installers, and clients across a fast-paced project schedule

• Work: Collaborative, team-driven culture with real opportunities for growth and career development
• Learn: Ongoing investment in your future through the latest technology and continued education/training opportunities
• Heal: Comprehensive benefits — health, vision, and dental coverage, paid holidays, vacation, and sick time, plus an annual profit-sharing program

• $26-$28/hr

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