Construction Project Administrator

Position Overview The Construction Services (CS) Project Administrator (PA) supports the Project Management team by performing project management administrative functions such as budget setup, cost coding, cost tracking, monthly billings, and subcontractor/supplier invoicing. The PA also handles general project administrative duties and may act as the client contact when the Project Manager is unavailable. Job Responsibilities Supports the Project Team with accurate project financial management on assigned projects: Creating/transferring Project Contracts and Budgets from the proposal to the CS financial system cost structure. Accurately tracking costs incurred (labor and expenses) according to the CS financial management cost code structure. Tracking subcontractor invoices through the required approval process in accordance with the CS cost code structure. Working closely with the Accounting Team on financial reviews and accurate cost tracking. Coordinating with Accounting to initiate project cost transfers when necessary. Managing Project Financials in Procore and Vantagepoint. Preparing and maintaining monthly financial status reports and budgets. Supports the project quality management: Tracking submittals and the submittal process. Tracking Requests for Information (RFIs) and the RFI process. Using Procore consistently for submittal and RFI document controls and transmissions. Using Newforma for documents categorized as ITAR, CUI, or other controlled classifications. Ensuring formal document storage complies with company policy. Coordinates with Subcontract Administrators (SCA) to ensure accuracy of: Subcontractor commitments. Subcontractor work‑in‑process and accruals. Subcontractor invoicing, approvals, and payments. Supports the Project Team with logistics such as: Project documentation, including meeting minutes, AIA contracts, and responses to review comments. Travel coordination. Badging and safety admin‑related activities. General and formal correspondence. Expense reports. Scheduling and coordinating meetings and site visits. Ordering and receiving supplies. Ensuring accuracy, formatting, and proper grammar. Transmittals and document controls. Assisting in job‑site employee on‑boarding and off‑boarding. Qualifications Experience with or capacity to quickly learn Procore. Minimum of an associate degree or equivalent from a two‑year college or technical school; or four or more years of related experience and/or training; or an equivalent combination of education and experience. Minimum of four years of experience performing the role of Project Administrator or a similar position in a construction environment. Minimum of two years of experience in accounting. Experience drafting meeting minutes from notes and combining others’ notes into a single document. Experience taking meeting minutes and preparing formal meeting minutes. Other Skills and Abilities Procore Deltek Vision / Vantagepoint / Costpoint Microsoft Outlook Microsoft Word Microsoft Excel Microsoft PowerPoint Adobe Revu Bluebeam Physical Requirements PHYSICAL DEMANDS: Sit at a desk for four or more hours per day and frequently lift and carry objects up to 10 pounds. Reasonable accommodations may be made for individuals with disabilities. LIMITATIONS AND DISCLAIMER: This job description describes the general nature and level of work performed; it is not exhaustive. Employees will follow other job‑related instructions and perform other duties as requested by their supervisor in compliance with Federal and State laws. EOE, including Disability/Vets #J-18808-Ljbffr