Project Administrator

Responsibilities

• Assist Project Managers with contract administration, including drafting, reviewing, and tracking contract documents, amendments, sub‑agreements, vendor setups, and compliance requirements.
• Support project setup in internal systems, ensuring accuracy of budgets, billing rates, task codes, and contractual obligations.
• Coordinate project schedules, deadlines, and deliverables with internal staff and external partners.
• Maintain project files, documentation logs, subcontractor records, and QA/QC forms in SharePoint or designated systems.
• Track project progress, deliverable status, risks, and issues; assist with preparing project status reports.
• Support invoice preparation, including helping to develop supporting documentation for invoices, accounts payable coordination, and monthly billing cycles.
• Monitor aged receivables and support project managers with collections.
• Schedule and coordinate internal project meetings, take notes, and distribute meeting minutes and action items.
• Provide general administrative support to project teams across the Northeast Division offices.
• Coordinate field staff or resident project representative assignments and provide weekly updated schedules to Project Managers.
• Coordinate with the internal Health and Safety department to complete project requirements and communicate with external partners to schedule and coordinate work.

• 3+ years of experience in an administrative support or project coordination role.
• Associate's or Bachelor's Degree is preferred. Business Administration, Project Management, Engineering or a related major would be a plus.
• Strong organizational and written/verbal communication skills.
• Excellent attention to detail.
• Proficiency with Microsoft Office (Excel, Word, PowerPoint) and collaboration tools such as SharePoint and Teams.
• Basic understanding of contracts, proposals, and/or project financials.
• Ability to manage multiple priorities and work both independently and collaboratively.
• Previous AEC industry experience is a plus.
• Associate's Degree.
• Bachelor's Degree.
• Project Management certification.