Project Administrator

Casella Construction is seeking to hire a full-time Project Administrator to join our Shared Services Administration Team in Pittsford, Vermont. The Project Administrator provides essential administrative and project coordination support across multiple divisions, ensuring accurate job setup, cost tracking, and timely invoicing. This role supports Construction, Transportation, Maintenance, Aggregate, and Land Clearing, with a primary focus on Construction. The Project Administrator works cross‑functionally with project managers, superintendents, foremen, vendors, and internal support teams to ensure accurate job setup, cost tracking, documentation management, and timely invoicing.

This position manages multiple tasks and self‑directed projects while maintaining strong communication across departments and reports to the Manager of Shared Services Administration.

The ideal candidate is self‑motivated, highly organized, and confident navigating a fast‑paced construction environment. They bring strong customer service skills, clear and professional communication, and the ability to collaborate with diverse teams while also working independently. The Project Administrator takes pride in supporting project success through accuracy, follow‑through, and a proactive approach to solving administrative challenges.

• Set up new projects accurately in accounting software (Eclipse) and construction management platforms (B2W), ensuring proper cost codes, billing structures, and workflow configuration
• Review and finalize daily field logs, verifying quantities, equipment usage, labor entries, and notes for completeness and accuracy
• Maintain organized, accessible project documentation including contracts, purchase orders, submittals, change orders, RFIs, safety reports, and closeout materials
• Track, log, and follow up on all change orders; coordinate with project managers to ensure pricing, approval status, and documentation are current
• Monitor job costs throughout the project lifecycle by running reports, identifying discrepancies, and flagging concerns for project managers
• Process and code accounts payable invoices to correct jobs, phases, and cost codes; research discrepancies and communicate with vendors as needed
• Communicate daily with foremen, superintendents, project managers, and vendors to collect information, clarify project needs, and resolve administrative issues
• Provide administrative support across multiple departments, including transportation, aggregate, and land clearing, helping ensure continuity during staff absences
• Prepare and submit project invoices—AIA, T&M, lump sum, and progress billing—ensuring proper backup documentation and alignment with contract terms
• Maintain compliance with organizational standards by following established administrative processes and contributing to continuous improvement efforts
• Training requirements, both in person and online, as needed or required

• High school diploma required; bachelor’s degree preferred
• 1–3 years of experience in project administration, office management, or related field preferred
• Understanding of basic accounting principles (job cost allocation, invoicing workflows, AP/AR)
• Strong written and verbal communication skills across field and office teams
• Demonstrated proficiency in Microsoft Office Suite, including proficiency in Excel
• Comfort analyzing and reporting on project data, metrics, and cost trends
• Strong customer service orientation when interacting with internal and external partners
• Ability to maintain organized digital and physical filing systems for project documentation

• Time management and prioritization
• Problem‑solving and critical thinking
• Ability to manage multiple projects simultaneously
• Familiarity…