Project Administrator – Estimating & Project Support

Project Administrator – Estimating & Project Support

Company:
Merit Professional Coatings Holdings |

Location:

Tampa, Florida

Position Type:
Full-Time | In-Person

Reports To:

Project Management & Estimating Leadership

Salary: $60,000–$65,000 annually

Merit Professional Coatings Holdings is seeking a detail-oriented Project Administrator with strong estimation and blueprint/drawing experience to provide full administrative and technical support to our Project Management and Estimating teams. This is an in-person position based in Tampa, Florida, ideal for a candidate who thrives in a fast-paced construction environment and understands the workflow from takeoff to closeout. The successful candidate will play a critical role in coordinating communication, documentation, and process flow between the estimating, field, and management teams – ensuring accuracy, efficiency, and accountability at every stage of a project.

• Estimation & Preconstruction Support
  • Assist estimators in reviewing and interpreting construction drawings, blueprints, and specifications.
  • Prepare quantity takeoffs and assist with pricing and bid organization.
  • Compile proposal documents, subcontractor quotes, and scope clarifications for bid submissions.
  • Maintain organized bid logs, vendor pricing databases, and project estimate records.
• Project Coordination & Administrative Support
  • Work directly with Project Managers and Estimators to ensure seamless transitions between estimating, operations, and field teams.
  • Coordinate daily project activities, schedules, and meeting preparation.
  • Maintain all project documentation in KNOWIFY and ensure timely updates to project tracking and financial systems.
  • Serve as a central administrative point of contact for clients, vendors, subcontractors, and internal team members.
• Contract & Financial Support
  • Assist in preparing contracts, subcontracts, and change orders to ensure accuracy and compliance with company standards.
  • Review subcontractor invoices, vendor pricing, and material costs against approved budgets.
  • Prepare and execute Schedules of Values (SOVs) and track progress billing with accounting.
  • Follow up on change orders, purchase orders, and cost variances in collaboration with accounting and project management.
• Documentation & Compliance
  • Coordinate submittal and RFI tracking to ensure timely client approvals.
  • Maintain comprehensive digital and physical project files, including meeting minutes, reports, and communications.
  • Support project closeout by ensuring completion of documentation, warranties, and punch‑list reports.
  • Assist with safety and quality control documentation to ensure compliance with company standards.

• Minimum 2+ years of experience in project administration, estimating, or construction coordination (commercial construction preferred).
• Ability to read and interpret blueprints, drawings, and specifications.
• Experience using construction management software such as KNOWIFY, Procore, or similar platforms.
• Strong organizational and time‑management skills, with the ability to handle multiple active projects.
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, Teams), Adobe, and capable of learning new systems quickly.
• Excellent written and verbal communication skills.
• A collaborative, proactive attitude with a strong attention to detail and team‑focused mindset.

• Competitive compensation and benefits package.
• Opportunities for professional growth within the Merit organization.
• Collaborative and supportive work environment.
• Ongoing training in construction administration and estimating software.