Project Administrator

About the role

The Project Administrator, Construction provides critical administrative and operational support to construction teams by ensuring accurate project documentation, billing validation, and timely project closeout. This role plays a key part in maintaining data integrity across construction, finance, and client reporting by managing as-built documentation, reconciling production data, and supporting cross-functional communication. The Project Administrator helps drive efficiency, reduce billing discrepancies, and ensure projects are properly documented from initiation through completion.

Responsibilities

• Compile, organize, and maintain complete as-built packages in accordance with company and client standards.
• Collect and verify project documentation, including maps, production reports, and supporting records.
• Ensure all required documentation is complete, accurate, and submitted on time for project closeout.
• Compare production data (maps, field reports) against billing submissions to identify discrepancies.
• Act as a quality control checkpoint between Construction and Finance.
• Identify and flag underbilling or overbilling issues and communicate findings to Construction Coordinators.
• Support reconciliation of production codes to ensure accurate client billing.
• Maintain and update internal tracking systems, spreadsheets, and Smartsheet with real-time project statuses.
• Monitor project progress and ensure data consistency across systems.
• Generate reports to support management visibility into production and project completion.
• Provide direct administrative support to Construction Coordinators and Project Managers.
• Collaborate with Finance, field teams, and vendors to gather required information.
• Communicate effectively with internal teams and external stakeholders regarding project documentation and status.
• Identify opportunities to improve documentation, tracking, and reporting processes.
• Support implementation of standardized workflows and tools.
• Assist leadership in improving operational efficiency and data accuracy.

Key Performance Indicators:

• Accuracy and completeness of as-built packages.
• Reduction in billing discrepancies (under/over billing).
• Timeliness of project closeout documentation.
• Data accuracy across tracking systems.
• Responsiveness to internal and client requests.
• Efficiency improvements in reporting and documentation processes.

Requirements

Education: High school diploma or equivalent required.

Experience:

• 1–3 years of experience in cable, telecom, or construction environments.
• 1–3 years of administrative or project coordination experience preferred.
• Exposure to Construction project lifecycle (initiation through closeout).
• Telecom infrastructure (fiber/coax, aerial and underground).
• Financial reconciliation and billing processes.
• Cross-functional operations (Construction, Finance, Field Teams).
• Project tracking systems and reporting tools.

Critical success factors:

• High attention to detail and accuracy.
• Strong organizational discipline.
• Accountability and ownership of assigned projects.
• Ability to identify discrepancies and problem-solve proactively.
• Effective communication across departments.

Physical Requirements

• Prolonged periods of sitting and computer use.
• Occasional lifting of documents or office materials.