Project Administrator

Job Description

Job Description

Dynamic Group is a national general contractor with divisions spanning heavy civil construction, building construction, and emergency response. Our civil construction capabilities include grading, drainage, subsurface utilities, pile driving, marine construction, and deep foundation work. Our building division operates at scale. We construct commercial, industrial, and government facilities, and we manage large residential construction programs spanning more than 30,000 homes from Hawaii to Puerto Rico, the U.S. Virgin Islands, and across the Southeast. When disaster strikes, our emergency response teams offer debris removal, site logistics, haul-and-install operations, and base camp construction, and we stay through recovery. With more than two decades of experience, Dynamic is building the future.

Dynamic Group is seeking an organized, detail-oriented Permit Coordinator to manage construction permit applications from initial submission through approval and closeout. You’ll work with project managers, contractors, engineers, and local building departments to keep projects moving and documentation accurate.

Position Summary

The Project Administrator provides administrative, coordination, documentation, reporting, and project support for large construction projects. This role works closely with Project Management, Field Leadership, employees, subcontractors, vendors, HR, Procurement, Safety, Quality, and other corporate teams.

Key Responsibilities

• Project Coordination & Controls: Maintain project trackers, milestones, action items, commitments, schedules, and status reports. Identify overdue items and escalate concerns.

• Document Control: Maintain project files, drawings, RFIs, submittals, correspondence, contracts, changes, and closeout documentation. Ensure records are organized and accessible.

• Equipment Tracking: Track company, rental, leased, and subcontractor equipment, including assignments, locations, utilization, inspections, repairs, and demobilization.

• Subcontractor Administration: Maintain subcontractor records, onboarding documentation, insurance, licenses, certifications, contractual deliverables, and closeout requirements.

• Project Reporting: Prepare and distribute weekly/monthly reports covering project progress, manpower, equipment, subcontractors, RFIs, procurement, changes, issues, and closeout.

• Change Management: Maintain change logs and supporting documentation for RFIs, field directives, owner requests, design changes, and subcontractor notices.

• Procurement & Materials: Track material submittals, approvals, fabrication, shipping, delivery, and required-on-site dates. Escalate potential delays.

• Field Employee Administration & Timekeeping: Maintain employee rosters, assignments, onboarding/offboarding, certifications, training, site access, and timekeeping records. Coordinate discrepancies with HR and Payroll.

• Meetings & Communication: Coordinate meetings, agendas, minutes, action items, correspondence, distribution lists, and project communications.

• Compliance & Risk Tracking: Maintain permits, certifications, project records, risk/issue logs, and required documentation. Support audits and compliance activities.

• Mobilization & Closeout: Set up project tracking systems, document control, personnel and equipment processes, and coordinate final closeout and turnover documentation.

Key Interfaces

Works closely with Project Managers, Superintendents/Field Leadership, Field Employees, HR, Payroll, Project Accountants, Subcontractors, Legal, Procurement, Safety, and Quality.

Role Boundaries

This position provides administrative and project coordination support . It does not perform accounting, bookkeeping, cost accounting, invoice processing, financial statement preparation, legal advice, or independent interpretation of contracts.

Primary Objective: Keep project information, documentation, commitments, personnel administration, equipment, subcontractor records, and reporting organized, accurate, current, traceable, and communicated.

  Benefits:

• Medical
• Dental
• Vision
• Life/ Disability Insurance
• 401K
• Paid Time Off