Project Administrator

Job Title:

Project Administrator

Job Description

The Project Administrator supports successful delivery of construction projects by providing comprehensive administrative, coordination, and planning support to the project team. This role manages key project documentation, communication, and logistics while helping ensure budgets, timelines, and compliance requirements are met.

Responsibilities

+ Place calls to internal teams, contractors, and service providers to support project coordination and communication.

+ Manage project budgets and expenditure by tracking costs, monitoring spending, and supporting financial reporting.

+ Coordinate project meetings, including scheduling, preparing agendas, and confirming attendance.

+ Take accurate and detailed minutes during meetings and distribute them promptly to relevant stakeholders.

+ Organize venues for meetings and project-related events, ensuring appropriate facilities and resources are available.

+ Assist in planning projects by supporting timelines, milestones, and resource allocation in collaboration with project managers and assistant project managers.

+ Update and maintain the project calendar to reflect key deadlines, meetings, and project activities.

+ Create clear and professional PowerPoint presentations to support project updates, client communications, and internal reporting.

+ Perform general administrative duties such as managing correspondence, maintaining records, and organizing project documentation.

+ Track project progress in partnership with project managers (PMs) and assistant project managers (APMs), helping to identify risks, delays, or issues.

+ Stay current on compliance regulations relevant to construction projects and ensure documentation and processes align with these requirements.

+ Support in resolving issues related to the project by coordinating with stakeholders and facilitating timely solutions.

+ Assist with assessing staff performance by gathering feedback and supporting performance-related documentation.

+ Support hiring of contractors and service providers by coordinating communication, documentation, and onboarding activities.

Essential Skills

+ At least 1 year of experience in a project administration role within the construction industry.

+ Demonstrated experience in project administration and general administration support.

+ Ability to manage budgets and track project expenditure accurately.

+ Strong organizational skills for coordinating meetings, venues, and project calendars.

+ Proficiency in creating PowerPoint presentations and working with standard office software.

+ Effective communication skills for placing calls, coordinating stakeholders, and documenting meetings.

+ Ability to track project progress and work closely with project managers and assistant project managers.

+ Understanding of compliance regulations related to construction projects and ability to keep documentation up to date.

+ Problem-solving skills to help resolve project-related issues efficiently.

+ Capability to support staff performance assessment and contractor hiring processes.

Additional

Skills & Qualifications

+

Experience with in construction environments involving HVAC, mechanical systems, plumbing, fire protection, and general construction.

+ Background in administration or admin support roles in technical or construction-related fields.

+ Exposure to sales or client-facing activities within construction or mechanical systems sectors.

+ Ability to work with multiple stakeholders, including contractors and service providers, in a fast-paced project environment.

Work Environment

This role is based in an office environment in Bayview, WI, working closely with project managers, assistant project managers, contractors, and service providers involved in construction projects. The Project Administrator works on projects related to HVAC, mechanical systems, plumbing, fire protection, and general construction. The setting is collaborative and fast-paced, with a focus on professional communication, organized documentation, and effective coordination of project activities.

Job Type & Location

This is a Contract to Hire position based out of MILWAUKEE, WI.

Pay…