Project Administrator

The Project Administrator supports the Project Management team by ensuring all administrative tasks required for client construction projects are completed efficiently from project inception through close-out. This role works closely with Project Managers and the Office Manager to maintain project documentation, coordinate vendor and procurement processes, and track budgets and invoices.

This is an excellent opportunity for someone interested in building a long-term career in construction, property management, or design with room for professional growth.

Responsibilities:

• Establish file structures and documentation for new projects, including entry of project details into budget tracking forms

• Coordinate with client procurement teams to set up vendor accounts and confirm eligibility requirements

• Gather and submit required vendor documentation such as W9 forms and banking letters

• Submit vendor proposals for purchase order requests in accordance with client requirements and verify budget alignment

• Process change order submissions while ensuring amounts align with existing purchase orders and budgets

• Guide vendors through client invoicing procedures, including third-party billing platforms

• Record approved invoices into budget workbooks to maintain accurate and current balances

• Review budget entries for accuracy and consistency across all project documents

• Monitor vendor purchase order balances and obtain lien waivers as work is completed

• Maintain organized documentation for tenant improvement requests and project close-out

• Prepare project close-out checklists and reconcile final budgets with Project Managers

• Collect as-builts, manuals, warranties, and final lien waivers for submission to client finance teams

• Provide daily administrative support to Project Managers and vendors

• Assist with additional office administrative tasks as needed

Desired Competency, Experience and Skills:

• High school diploma required; college degree preferred or equivalent relevant experience

• Minimum of 2 years of project management or construction support experience

• Proficiency with Microsoft Office 365, especially Excel and Outlook

• Experience with construction accounting and understanding of A/P, A/R, and budget cycles

• Strong written and verbal communication skills with a professional demeanor

• Highly organized with strong attention to detail

• Ability to manage multiple projects simultaneously

• Self-starter who can work independently with minimal direction

• Adaptable and able to maintain composure in fast-paced or changing environments

• Valid driver’s license and reliable transportation