Project Administrator

Company Description

Talbot Companies is a third-generation specialty contractor in South Florida focused on painting, roofing, and concrete coatings. The company is committed to enhancing properties while improving the lives of team members, clients, and partners. With deep roots in the region, Talbot Companies combines longstanding industry experience with a modern, service-driven approach. Team members join a company that values quality workmanship, safety, and long-term relationships.

The culture emphasizes collaboration, accountability, and continuous improvement on every project.

The Project Administrator is a full-time, on-site role based in West Palm Beach, FL. This position supports project managers and field teams by managing the administrative side of active jobs. Daily responsibilities include tracking and collecting subcontractor compliance documents (contracts, certificates of insurance, lien waivers, and NTOs), supporting AIA billing and monthly pay application coordination, processing invoices, and maintaining project files.

The Project Administrator will assist with permit tracking, job setup and closeout, and coordinate with general contractors and vendors to ensure timely documentation and approvals. We're looking for someone who takes ownership of their work, brings a positive attitude to the team, and doesn't wait to be told what needs to get done.

• 2+ years of experience in construction project administration or a similar role — this is required, not a plus
• Hands-on experience with AIA billing and pay application processing is required
• Experience managing subcontractor compliance documents including COIs, lien waivers, and NTOs
• Self-starter with a strong work ethic, positive attitude
• Strong organizational skills with sharp attention to detail and the ability to manage multiple deadlines across active jobs
• Proficiency with Google suite; experience with Quick Books or construction project management software is a plus
• Effective communication skills for working with internal teams, general contractors, vendors, and subcontractors
• Ability to prioritize tasks, meet deadlines, and manage multiple projects in a fast-paced environment.
• Comfort working on-site in an office in West Palm Beach, FL supporting field operations, with a collaborative and solutions-oriented mindset