Project Administrator

Location: Milton

Job description:

Badger State Maintenance is seeking a highly organized and detail oriented Project Admin to support our landscape construction, grounds maintenance, and snow operations teams.

This role assists with project administration, invoicing, scheduling support, subcontractor paperwork, customer communication, and daily office operations. The ideal candidate is proactive, organized, able to multitask, and comfortable working in a fast paced environment.

Key Responsibilities

As a Project Admin, you will provide administrative support across multiple projects while working closely with project managers, estimators, and field staff to ensure the timely flow of documentation and information.

• Provide administrative support for active job sites, supporting project, grounds, and snow teams in both the field and office.
• Coordinate with team leads to ensure billing aligns with job progress.
• Prepare and send invoices for construction, maintenance, and snow services.
• Request, track, and review certificates of insurance, W-9s, subcontractor paperwork, permits, Diggers Hotline tickets, and other project documentation.
• Organize and maintain digital and physical project files.
• Prepare landscape plan take-offs for the estimating team.
• Assist with job setup and scheduling within LMN.
• Serve as a point of contact for customer billing questions.
• Support collections follow up using company procedures.
• Assist with payroll reporting, recruiting, and onboarding of new employees.
• Support project startup and closeout activities, including sales to production hand-off, change orders, punch lists, and job costing.
• Maintain equipment records, maintenance logs, compliance documentation, and registrations.

Qualifications

• Strong time management and communication skills, both written and verbal.
• Detail-oriented, organized, and capable of managing multiple priorities.
• Ability to work independently and collaboratively in a fast paced environment.
• Proactive mindset with strong problem-solving skills and willingness to support wherever needed.
• Proficiency with Microsoft 365 and Quick Books Online.
• Prior experience in construction, landscaping, or administrative project coordination preferred.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Flexible schedule
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Tuition reimbursement