Project Administrator

Job Description

Job Description

The Project Administrator supports the project management and field operations teams in the successful coordination, documentation, and administration of commercial waterproofing projects. This role is responsible for managing project paperwork, tracking schedules and submittals, coordinating communication between clients, general contractors, vendors, subcontractors, and internal teams, and ensuring that project documentation is accurate, organized, and submitted on time.

The ideal candidate is highly organized, detail-oriented, comfortable working in a fast-paced construction environment, and familiar with commercial construction documentation, contracts, change orders, RFIs, submittals, purchase orders, and billing processes.

Key Responsibilities

Project Administration

• Assist Project Managers with daily administrative support for commercial waterproofing projects.
• Maintain organized project files, including contracts, drawings, specifications, submittals, RFIs, change orders, correspondence, schedules, and closeout documents.
• Track project deadlines, documentation requirements, and outstanding action items.
• Prepare, process, and distribute project-related documents to clients, general contractors, vendors, subcontractors, and internal teams.
• Support project startup, execution, and closeout procedures.

Contract & Document Management

• Review and organize contract documents, scopes of work, insurance requirements, and compliance paperwork.
• Prepare and track submittals, product data, safety documents, warranties, and closeout packages.
• Assist with RFIs, change order requests, purchase orders, subcontractor agreements, and project correspondence.
• Ensure all documentation is submitted in accordance with project requirements and deadlines.
• Maintain accurate records of revisions, approvals, and project communications.

Scheduling & Coordination

• Coordinate with Project Managers, Superintendents, Foremen, vendors, suppliers, and subcontractors to support project schedules.
• Assist with scheduling deliveries, material orders, inspections, meetings, and manpower needs.
• Communicate schedule updates and project changes to appropriate team members.
• Track material lead times, delivery confirmations, and field-related administrative needs.

Financial & Billing Support

• Assist with preparing and tracking change orders, invoices, pay applications, and billing documentation.
• Collect and organize backup documentation for billing, including signed tickets, purchase orders, and approved change orders.
• Track project costs, material orders, subcontractor invoices, and job-related expenses as directed.
• Help ensure billing is accurate, timely, and supported by proper documentation.

Communication & Client Support

• Serve as an administrative point of contact for project-related communication.
• Communicate professionally with general contractors, owners, architects, consultants, suppliers, subcontractors, and internal staff.
• Follow up on pending approvals, documents, pricing, schedules, and outstanding project items.
• Support meeting preparation, agendas, notes, and follow-up action items.

Compliance & Closeout

• Assist with collecting safety documents, certified payroll, insurance certificates, lien waivers, warranties, and closeout requirements.
• Track and submit project closeout documentation, including warranties, maintenance manuals, product data, as-builts, and final releases.
• Ensure company procedures and client requirements are followed throughout each project.
• Maintain accurate and complete records for audit, warranty, and future reference.

Qualifications

• 5+ years of administrative experience in commercial construction, specialty contracting, waterproofing, roofing, restoration, or a related field preferred.
• Knowledge of commercial construction documentation, including submittals, RFIs, change orders, contracts, purchase orders, and pay applications.
• Experience with waterproofing, roofing, façade restoration, concrete restoration, below-grade waterproofing, joint sealants, deck coatings, or air/vapor barrier systems is a plus.
• Strong organizational skills and ability to manage multiple projects and deadlines simultaneously.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Proficiency with Microsoft Office, especially Outlook, Word, and Excel.
• Experience with construction software such as Procore, Bluebeam, PlanGrid, Sage, QuickBooks, Foundation, Viewpoint, or similar platforms preferred.
• Ability to read basic construction documents, specifications, scopes of work, and project schedules.
• Professional, dependable, and able to work well with office and field teams.

Required Skills

• Project document control
• Construction administration
• Submittal and RFI tracking
• Change order coordination
• Vendor and subcontractor communication
• Material order tracking
• Billing and pay application support
• Schedule coordination
• Closeout documentation
• Strong follow-up and deadline management
• Detail-oriented file organization

 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Company Description

Valcourt Building Services works with building owners and property managers to provide preventative maintenance, repairs, safety consulting, and comprehensive building envelope restorations to extend the life of a structure and protect property value. Valcourt works on commercial office buildings, high-rise residential buildings, parking garages, stadiums, hospitality buildings, and healthcare buildings.

For 35 years Valcourt has grown from a small window cleaning company serving the Washington, DC area into one of the largest exterior maintenance companies in the country. We proudly serve clients from our offices in New Jersey, Pennsylvania, Maryland, Virginia, Georgia, Florida, and Texas.

Company Description

Valcourt Building Services works with building owners and property managers to provide preventative maintenance, repairs, safety consulting, and comprehensive building envelope restorations to extend the life of a structure and protect property value. Valcourt works on commercial office buildings, high-rise residential buildings, parking garages, stadiums, hospitality buildings, and healthcare buildings.\r\n\r\nFor 35 years Valcourt has grown from a small window cleaning company serving the Washington, DC area into one of the largest exterior maintenance companies in the country. We proudly serve clients from our offices in New Jersey, Pennsylvania, Maryland, Virginia, Georgia, Florida, and Texas.