Project Administrator

Job Description

The Project Administrator provides onsite administrative and project coordination support for a large-scale solar construction project. In this role, you work closely with the Project Manager, Superintendent, field leadership, subcontractors, and the broader project team to keep documentation, reporting, purchasing, and day-to-day administrative activities organized and on schedule. This opportunity is ideal for someone who is highly organized, thrives in a fast-paced construction environment, and enjoys supporting a field-based project team.

• Provide daily administrative support to the onsite Project Manager, Superintendent, and construction team.
• Maintain project files, documentation, logs, and electronic records in an organized and accessible manner.
• Assist with processing and tracking purchase orders, invoices, receipts, and material documentation.
• Track project costs, expenses, and other project-related information as needed to support accurate reporting.
• Assist with timekeeping by recording field personnel hours and preparing payroll documentation.
• Coordinate documentation for new employees, subcontractors, vendors, and site visitors to ensure proper onboarding and access.
• Maintain and update daily reports, manpower reports, progress documentation, and project trackers.
• Assist with tracking RFIs, submittals, change orders, and other construction documentation to support project controls.
• Support material deliveries by maintaining delivery tickets and packing slips and ensuring records are complete.
• Coordinate meetings, schedules, calendars, and project-related communication among project stakeholders.
• Prepare meeting notes and distribute action items to ensure follow‑up and accountability.
• Assist with document control and ensure all project records are accurate, current, and properly stored.
• Support safety and compliance documentation, including orientation and training records for site personnel.
• Communicate with the corporate office, vendors, subcontractors, and field personnel to obtain necessary documentation and information.
• Help troubleshoot administrative issues that could impact field operations and work proactively to resolve them.
• Perform additional project administrative responsibilities as assigned to support successful project delivery.

• Demonstrated experience in project coordination and administration, preferably in a construction environment.
• Strong construction administration skills, including familiarity with RFIs, submittals, change orders, and project documentation.
• Proficiency in document control, including maintaining logs, electronic records, and organized filing systems.
• Experience providing administrative support to field‑based teams and project leadership.
• Ability to track and reconcile project costs, expenses, and purchasing documentation.
• Strong organizational skills with the ability to manage multiple tasks and deadlines in a fast‑paced setting.
• Effective written and verbal communication skills for interacting with project teams, vendors, and corporate staff.
• Attention to detail and accuracy in handling documentation, reports, and records.
• Comfort working in an active construction environment and collaborating with field personnel.

• Experience supporting large‑scale construction or solar projects is a plus.
• Familiarity with timekeeping processes and payroll documentation for field personnel.
• Ability to coordinate meetings, schedules, and calendars across multiple stakeholders.
• Skill in preparing clear meeting notes and tracking action items to completion.
• Experience supporting safety and compliance documentation, including orientation and…