Project Administrator

Position: Project Administrator

Reports To: Senior Design Project Manager

Status: Non-Exempt

Rate: Hourly $25-$30 per hour

Department: Preconstruction

Location: Scottsdale, AZ

Founded in 1988, Cambridge Companies, Inc. (CCI) is an Employee Owned & Operated (ESOP) design-build construction company for commercial and industrial projects with a sector focus in the Solid Waste and Transportation industries. We are a growing business with offices located in Scottsdale, AZ and Griffith, IN. Cambridge provides high-quality design and general contracting services and is licensed nationwide.

Cambridge is seeking a detail-driven Project Administrator to support our Preconstruction team and broader office operations from our Scottsdale, AZ or Griffith, IN. This role is central to keeping our preconstruction, construction, and accounting project teams organized, informed, and moving forward. The successful candidate will bring proven experience coordinating cross-functional teams within the AEC industry, streamlining communication, optimizing project workflows, and ensuring the seamless tracking and execution of project deliverables.

This position blends project administration with day-to-day office administration, supporting Design Project Managers, Estimators, and the Precon team with documentation control, deliverable tracking, and coordination across dynamic, fast-paced environments. The ideal candidate thrives on balancing multiple priorities, drives process improvement, fosters collaboration among stakeholders, and brings a solutions-oriented mindset and a passion for operational excellence to every project and task.

• Support Preconstruction team across multiple projects simultaneously to ensure timely delivery and a high-level of project quality and customer service.
• Manage and maintain project documentation during the preconstruction process. Working closely with our Design Project Managers – the Project Administrator will provide the lead role for all projects in scheduling meetings, creation and distribution of agendas, and preparation and distribution of meeting minutes.
• Schedule, coordinate, and document design and project kickoff meetings with subconsultants, owners, and internal teams.
• Track project deliverables and milestones, proactively flagging risks to schedule and following up to keep tasks on track from kickoff through closeout.
• Assist with subconsultant and vendor coordination – maintaining relationships and communication with architects, engineers, geotechnical, civil, other outside consultants, vendors, and our clients.
• Maintain and organize project files, standards documents, and templates using platforms such as Procore and Bluebeam.
• Manage Smartsheet for scope and decision tracking and assist with the launch of and training on Smartsheet and other project tracking tools for the broader team.
• Support distribution and tracking of review/check set documents internally and externally and help schedule review meetings to discuss and incorporate comments.
• Assist with permit and Authority Having Jurisdiction (AHJ) tracking, ensuring submission timelines, fees, and requirements are documented and communicated to the appropriate teams.
• Identify and document lessons learned throughout the design process and help maintain a master lessons-learned document.
• Continuously identify opportunities to streamline communication and improve project workflows across the preconstruction process.

• Associate or bachelor’s degree in business administration, construction management, architecture, or a related field preferred; equivalent experience will be considered.
• Prior experience supporting cross-functional teams within the AEC (architecture, engineering, construction) industry strongly preferred.
• Demonstrated experience managing project documentation and standards, tracking project deliverables, and coordinating across dynamic project environments.
• Excellent organizational skills with strong attention to detail and accuracy in documentation.
• Strong written and verbal communication skills, with the ability to coordinate…