Project Administrator

Responsibilities

• Establish file structures and documentation for new projects, including entry of project details into budget tracking forms
• Coordinate with client procurement teams to set up vendor accounts and confirm eligibility requirements
• Gather and submit required vendor documentation such as W9 forms and banking letters
• Submit vendor proposals for purchase order requests in accordance with client requirements and verify budget alignment
• Process change order submissions while ensuring amounts align with existing purchase orders and budgets
• Guide vendors through client invoicing procedures, including third-party billing platforms
• Record approved invoices into budget workbooks to maintain accurate and current balances
• Review budget entries for accuracy and consistency across all project documents
• Maintain organized documentation for tenant improvement requests and project close-out
• Prepare project close-out checklists and reconcile final budgets with Project Managers
• Collect as-builts, manuals, warranties, and final lien waivers for submission to client finance teams
• Provide daily administrative support to Project Managers and vendors
• Afford additional office administrative tasks as needed

Qualifications

• High school diploma required; college degree preferred or equivalent relevant experience
• Minimum of 2 years of project management or construction support experience
• Proficiency with Microsoft Office 365, especially Excel and Outlook
• Experience with construction accounting and understanding of A/P, A/R, and budget cycles
• Strong written and verbal communication skills with a professional demeanor
• Highly organized with strong attention to detail
• Ability to manage multiple projects simultaneously
• Self-starter who can work independently with minimal direction
• Adaptable and able to maintain composure in fast-paced or changing environments
• Valid driver’s license and reliable transportation

Pay

$70,000 USD - $75,000 USD

Benefits

• Medical, dental, and vision insurance
• 401(k)
• Paid time off