Project Administrator

Job Title:

Construction Project Administrator

Job Description

The Construction Project Administrator supports the planning and execution of construction projects by managing documentation, coordinating communication, and ensuring compliance with contracts and regulations. This role works closely with project managers, superintendents, subcontractors, vendors, and field teams to keep projects running efficiently, on schedule, and within budget. The administrator serves as a key liaison between the office and the field, providing comprehensive administrative support throughout the project lifecycle, from pre-construction and bidding through closeout.

Responsibilities

+ Maintain and organize all project documentation, including contracts, RFIs, submittals, change orders, permits, and other construction records.

+ Track and process subcontracts, purchase orders, and vendor agreements to ensure timely and accurate execution.

+ Ensure accurate filing, version control, and accessibility of all project records and documentation.

+ Assist with tracking project budgets, invoices, and cost reports to support financial oversight and control.

+ Manage subcontractor pay applications, lien releases, and insurance compliance documentation.

+ Support accounting teams with billing, cost reporting, and preparation of financial documentation related to projects.

+ Coordinate communication between project managers, field teams, subcontractors, and vendors to keep all parties aligned.

+ Schedule project meetings, prepare agendas, distribute materials, and track action items to ensure follow-through.

+ Monitor project schedules and assist in keeping deliverables on track by following up on milestones and deadlines.

+ Ensure adherence to safety regulations, labor compliance requirements (including certified payroll), and contract obligations.

+ Maintain accurate compliance documentation, including permits, regulatory filings, and other required records.

+ Prepare reports, meeting minutes, and status updates for internal and external stakeholders.

+ Assist with preparation of bid packages, vendor coordination, and material procurement activities.

+ Support project closeout activities, including gathering final documentation, warranties, and other required records.

+ Act as a key administrative liaison between office and field teams, facilitating information flow and resolving documentation issues.

Essential Skills

+ 2-4+ years of experience in construction administration, project coordination, or a closely related role.

+ Solid understanding of construction processes, contracts, and project documentation requirements.

+ Proficiency in Microsoft Office, including Excel, Word, and Outlook, for daily administrative and reporting tasks.

+

Experience with construction software platforms such as Procore and Bluebeam.

+ Strong organizational skills with the ability to maintain structured and accurate document control systems.

+ Excellent written and verbal communication skills for interacting with project managers, field teams, subcontractors, and vendors.

+ Ability to manage multiple projects and deadlines simultaneously while maintaining attention to detail.

+ Demonstrated capability in project coordination, including scheduling meetings and tracking action items.

+ Competence in data entry and administrative support within a construction environment.

+ Customer service mindset when working with internal teams and external partners.

Additional

Skills & Qualifications

+ Experience in construction administration, including handling RFIs, submittals, change orders, and project closeout documentation.

+ Background in project management or project coordinating within the construction industry.

+ Familiarity with construction-specific document control practices and standards.

+ Ability to support bid preparation, vendor coordination, and material procurement processes.

+ Comfort with using Microsoft Excel for tracking budgets, schedules, and project metrics.

+ Experience providing administrative support in a smaller office environment.

+ Strong multitasking abilities and the capacity to adapt to changing project priorities.

+ Attention to detail and accuracy in financial documentation, including pay applications and cost reporting.

Work Environment

This is a full-time, office-based position in a smaller but well-maintained and professional workplace. Standard hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. The role involves regular collaboration with project managers, superintendents, subcontractors, vendors, and field personnel, using tools such as Microsoft Office, Procore, and Bluebeam. The environment supports focused administrative work, frequent communication, and coordination activities, with a professional dress code appropriate for an office-based construction administration setting.

Job Type & Location

This is a Contract to Hire position based out of Modesto, CA.

Pay and Benefits

The pay range for this position is $25.00 - $28.00/hr.

Eligibility requirements apply…