Project Administrator

Job Title:

Project Administrator

Job Description

The Project Administrator serves as the first point of contact in a busy construction office, creating a professional and welcoming environment for visitors, callers, and team members. This role manages front desk operations, coordinates daily administrative functions, and ensures smooth communication internally and externally. The position is ideal for an organized, detail-oriented professional who can maintain a high level of customer service while handling a high volume of calls, visitors, and administrative tasks in a fast-paced, team-oriented setting with strong opportunities for growth and career development.

Responsibilities

+ Greet visitors entering the office, determine the nature and purpose of their visit, and direct or escort them to appropriate destinations.

+ Answer a high-volume, multi-line telephone switchboard, screen and forward calls, and maintain a calm and professional demeanor at all times.

+ Provide callers with accurate information such as office address, directions, fax numbers, website details, and other related information.

+ Receive, sort, and forward incoming mail and faxes, ensuring timely distribution to the appropriate recipients.

+ Coordinate the pick-up and delivery of express mail services, including Fed Ex, UPS, and local courier services, and distribute incoming documents and packages.

+ Order, receive, stock, and distribute office supplies to ensure adequate inventory and smooth office operations.

+ Schedule and coordinate conference room usage to support meetings and project activities.

+ Maintain the receptionist area, including the front lobby and conference rooms, to ensure a clean, organized, and professional appearance.

+ Keep the kitchen area tidy, including loading and unloading the dishwasher and ensuring fresh coffee is available for employees and guests.

+ Perform general administrative support tasks such as ordering and distributing plans, preparing job files, photocopying, faxing, filing, and collating documents.

+ Manage and maintain company phone, extension, and job lists to support accurate internal communication.

+ Assist with project administration and coordination tasks as needed, including scheduling meetings and supporting construction administration activities.

+ Handle data entry and other administrative duties to support project teams and office operations.

+ Perform other duties as assigned to support the smooth functioning of the office and project teams.

Essential Skills

+ High school diploma or equivalent.

+ Minimum of 1+ years of experience as a receptionist, with previous administrative experience required.

+ Proficiency with Microsoft Office, including Word, Excel, and Outlook.

+ Ability to handle a multi-line, high call volume switchboard effectively.

+ Strong verbal and written communication skills, with excellent phone etiquette and a pleasant phone voice.

+ Ability to interact professionally with individuals at all levels of the organization and with external customers.

+ Demonstrated reliability, dependability, and punctuality.

+ Strong organizational skills and attention to detail.

+ Ability to multitask and prioritize in a fast-paced environment.

+ Customer service mindset with a commitment to complete customer satisfaction.

+ Self-starter who takes initiative and works proactively.

+ Professional appearance and demeanor that inspires confidence and trust.

+ Ability to coordinate projects and schedule meetings effectively.

+ Solid administrative support skills, including filing, photocopying, and document preparation.

Additional

Skills & Qualifications

+ Associate's degree preferred.

+ Experience in construction administration or project administration is a plus.

+

Experience with project coordination and project scheduling is beneficial.

+ Strong data entry skills with a focus on accuracy.

+ Experience providing administrative support in a fast-paced office environment.

+ Ability to maintain and update company phone, extension, and job lists.

+ Outgoing, positive, and helpful attitude with strong customer service orientation.

+ Ability to remain composed and professional when managing high call volumes and multiple visitors.

+ Strong time management skills and ability to consistently be on time.

+ Interest in growing within a company that offers opportunities to advance and take on increased responsibilities.

Work Environment

This role is based in a Scottsdale office environment that supports construction and project teams. The work is performed on-site at the front desk and in shared office spaces, including conference rooms and common areas. The position involves frequent interaction with visitors, employees, and external partners, as well as regular use of office equipment such as multi-line phone systems, computers, printers, copiers, fax machines, and kitchen appliances.

Microsoft Office applications, including Word, Excel, and Outlook, are used daily for communication, scheduling, and document management. The office…