Project Administrator

Project Administrator

Seniority Level: Entry level.

Employment Type: Full-time.

Job Function: Project Management and Information Technology.

Job Overview: The Project Administrator supports the Facilities Director and Water Systems Director in the planning, financial tracking, and administrative execution of capital improvement projects, as well as inter‑ and intra‑department communication. This role is responsible for maintaining the Association’s RFP system, project files, contract documentation, permit tracking, budget tracking, invoice tracking, and overall reporting for capital projects in accordance with Board‑approved policies and procedures.

This position does not independently authorize expenditures or award contracts and does not have authority to commit Association funds.

Compensation: $28.84–33.65 per hour. Base pay range: $29.00 per year – $34.00 per year. Pay will be based on skills and experience and may be modified in the future.

Job Responsibilities:

• Prepare, issue, and manage Requests for Proposal (RFPs).
• Maintain organized RFP and project files by property and component.
• Track RFP schedules, bid deadlines, and contractor submittals.
• Coordinate receipt of contractor proposals and bid materials.
• Maintain the Association’s capital project tracking spreadsheet.
• Track Board‑approved amounts, contracts, change orders, contingency, and invoices.
• Verify invoices against contracts and approved change orders.
• Maintain invoice and change order logs.
• Prepare capital project summaries for management, committees, and the Board.
• Maintain audit‑ready procurement and project documentation.

Skills &

Qualifications:

• Strong spreadsheet proficiency.
• High attention to detail.
• Strong organizational skills.
• Accurate and timely financial tracking, clean and audit‑ready documentation, early identification of budget risks, and consistent application of approved procurement procedures.
• Supports committee and Board reporting as requested.

Education & Experience:

• High school diploma or equivalent.
• Bachelor’s Degree preferred, or equivalent work experience required.
• 1 year of customer service experience.
• Must have valid driver’s license and insurance.
• Required experience in project coordination, procurement, facilities support, or construction administration.
• Preferred experience includes HOA, property management, or capital project environments, and familiarity with construction contracts, invoices, and change orders.

Physical Requirements and Working Environment:

• Must be able to lift 25 lbs.
• Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Must be able to communicate effectively with internal and external customers.
• Occasional overtime may be required.
• Consistent and regular attendance required.
• Works under the direction of the Facilities Director / Water Systems Director and coordinates with contractors, consultants, and internal accounting staff.

Tools & Equipment Used:

• General office equipment.

What We Offer:

• Medical, dental, and vision plans (full time and part time 30+ hours).
• Part time 20+ hours qualify for dental and vision.
• 401K match.
• Time off including vacation, sick, and company paid holidays.
• Pet insurance available.
• Tuition reimbursement.
• Legal services.
• Free emotional wellbeing and daily life assistance support for all associates.
• Domestic partner coverage.
• Health savings account.
• Flexible spending account.

About Us: First Service Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada. Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top‑tier medical, dental, and retirement benefits, career training, and support for continued professional development.

Experience exceptional service with a fulfilling career in property management with First Service Residential. To learn more about our company and culture, please visit

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