Project Manager Admin

Primary Responsibilities

The Project Management Administrator, reporting to the Operations Manager (or other report listed above), provides project administration and operational support to assigned Project Managers, Superintendents, and field leadership throughout the project lifecycle. This position owns assigned administrative processes from project award through closeout and works independently within established company and Business Unit parameters to support timely, accurate, and efficient project execution.

• Manage assigned project administration workflows and establish priorities based on project deadlines, operational needs, and established requirements.
• Exercise independent judgment within established parameters to resolve administrative issues and determine when escalation is necessary.
• Identify recurring issues, process gaps, and inefficiencies; recommend improvements to procedures, tracking methods, forms, templates, systems, or workflows and implement approved changes.
• Maintain effective tracking and reporting to provide visibility into outstanding requirements, deadlines, and exceptions.

• Prepare, submit, track, and close out permit applications for assigned projects, including processing approved fees and coordinating issued permits with field leadership.
• Monitor permit requirements, expiration dates, and inspection prerequisites; take appropriate follow-up action and elevate conditions that may affect mobilization or project progress.
• Complete required manufacturer, customer, and general contractor registrations and portal requirements, coordinating with Safety or other departments when specialized information is required.
• Administer warranty processing from application through issuance and delivery, coordinating with the Project Manager to confirm applicable manufacturer requirements and inspections have been satisfied.
• Review completed warranties for administrative accuracy and maintain permit, registration, and warranty records through project closeout.

• Administer project documentation from award through closeout, including purchase order requests, subcontract documents, submittals, RFIs, change orders, compliance documentation, and closeout requirements.
• Maintain project control logs and follow up on outstanding items, approvals, and administrative deadlines.
• Coordinate administrative portions of subcontractor bidding and onboarding, including bid invitations, required documentation, certificates of insurance, W-9s, and applicable compliance requirements.
• Prepare project status reports and production summaries using company systems, daily project reports, and established tracking tools.
• Maintain accurate project information and organized physical and electronic files in company systems and applicable customer or contractor platforms.
• Track required company and individual licenses and registrations and coordinate renewal activity with the appropriate internal resource.
• Assemble complete project closeout packages for appropriate Project Manager review and customer delivery.

• Prepare progress billing documentation, including AIA-format pay applications (G702/G703), for required Project Manager review and approval.
• Submit approved invoices and pay applications through applicable customer and general contractor billing platforms according to contract schedules.
• Prepare, process, and track required Company, subcontractor, and vendor lien waivers.
• Maintain billing, payment, and retainage records and address routine administrative issues involving missing documentation, billing holds, approved changes, or past-due receivables.
• Prepare supporting billing and compliance documentation, including tax exemption certificates and customer-required forms.
• Coordinate documented collections follow-up as assigned and elevate disputes, contractual issues, or matters requiring management authority.

• Perform assigned administrative activities on behalf of Project Managers, Superintendents, and field personnel to support efficient project and field operations.
• Coordinate and authorize routine project-related purchases, rentals, and services within approved budgets, established purchasing limits, and company procedures; elevate matters outside delegated authority to the Project Manager or Operations Manager.
• Arrange crew travel, lodging, and related logistics in accordance with project requirements and established company parameters.
• Schedule municipal, manufacturer, and internal inspections in coordination with project or field leadership and confirm completion.
• Coordinate training resources identified by operations or field leadership and maintain applicable training records.
• Collect and follow up on required field documentation, including daily project reports, expense documentation, safety paperwork, and other assigned records.