Project Administrator

About the role

The Project Administrator ensures the schedule, budget, and details of a project are well organized. They communicate with various departments to keep everyone informed about changes to the project plan, organize reporting, and maintain constant communication with project managers regarding project status.

Proficiency in standard Microsoft Office programs such as Excel, Teams, and Outlook is required. The role demands the ability to handle multiple projects and provide team support with excellent communication and attention to detail.

Responsibilities

• Convert won jobs from sales proposals to active projects using company software platforms (Sedona and WeSuites).
• Convert change orders from WeSuites into Sedona.
• Compile and provide pre-liens for jobs.
• Create and send project invoicing reports to project managers monthly.
• Create project invoices (standard & AIA), including lien waivers.
• Execute subcontractor purchase orders (agreements, issuing, qualifying/onboarding).
• Act as the subcontractor’s point of contact for all payment advice.
• Utilize multiple portals for project and service invoice submission.
• Clean WeSuite queue at the end of each month.
• Update customer accounts (in company project management software or customer portals) as needed.

Requirements

• High school diploma.
• Efficiency and productivity in a fast-paced environment.
• Excellent customer service skills for both internal and external customers.
• Basic math and money-handling skills.
• Friendly, outgoing personality with a strong ability to work with people.
• Excellent computer skills and comfort working with various software and programs.

Physical Requirements & Environment

• Operates in a clerical, office setting.
• Routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
• Subject to random drug testing per the company’s Drug-Free Safety Policy.
• Background check required.