Project Administrator

POSITION SUMMARY

The Project Administrator will be a key figure in facilitating efficient project operations, maintaining effective communication channels, and ensuring the overall success of our projects. This role requires a detail-oriented individual with excellent organizational skills and a proactive approach to problem-solving.

• Estimating Support
  • Establish and manage temporary holding folders for incoming potential bids, ensuring bid documents are correctly categorized and distributed.
  • Create dedicated bidding folders for each project, effectively organizing bidding files in accordance with project specifications.
  • Initiate Plan Grid projects and OST bids for respective projects, ensuring accurate and efficient project setup.
  • Upload drawing sheets to relevant platforms and coordinate the procurement of physical copies of drawings.
• Project Manager Support
  • Facilitate the routing of RFIs, Submittals, Shop Drawings, Schedules, and other project-related documents, incorporating markups into designated drawing sheets.
  • Maintain the RFI Log by updating information promptly and accurately.
  • Issue and document EWA (Extra Work Authorization) numbers for designated projects, maintaining thorough email documentation for directed extra work.
  • Collaborate with the team to price EWAs, inputting data into the system, and ensuring timely completion, including sub-tickets.
  • Input priced Change Order Requests (CORs) into the system, supported by accurate backup documentation; create approved field copies for project foremen’s reference.
  • Assemble COR customer pending logs using COINs exported reports and a predefined spreadsheet template, distributing to the projects PM by the established deadline.
  • Utilize Plan Grid and One Note to overlay new drawing sets for awarded projects, ensuring updated information is accessible to all stakeholders.
  • Update project cost codes within COINs as needed.
  • Coordinate Hold Harmless Agreements (HHAs) by communicating requirements to subcontractors, verifying received documents, and managing the approval process.
• Construction Manager | Field Support
  • Collaborate with relevant teams for verification of employment, direct deposit, and wage changes.
  • Assist with the completion of weekly checklists and envelope stuffing.
  • Maintain accurate employee information, certifications, and training records using the UKG system.
• Admin Support
  • Provide general administrative support to the team as required.
• Future Tasks
  • Collaborate in assembling project submittal packages for newly awarded projects.
  • Create project submittal transmittals for attic stock and project samples, ensuring proper labeling and distribution.
  • Compile paint shop drawings using OST software/functions for customer and internal use.
  • Create and manage AJ Meeting Minutes for specified projects’ weekly internal meetings.
  • Update Project Status Reports "Hotlist" for specific projects.

• Proven experience as a Project Administrator, Project Coordinator, or in a similar role within the construction or related industry.
• Familiarity with project management principles, methodologies, and documentation processes.
• Excellent organizational skills with meticulous attention to detail.
• Exceptional communication skills, both written and verbal, to effectively collaborate with cross-functional teams, subcontractors, and clients.
• Strong problem-solving abilities with a proactive and solution-oriented mindset.
• Ability to prioritize tasks and manage multiple projects simultaneously, meeting deadlines consistently.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High degree of integrity, professionalism, and discretion when handling sensitive information.
• Strong interpersonal skills with the ability…