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

Requirements

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

Qualifications

Pay Range: $70,000 - $75,000 USD

Skills

• Project management
• Construction support
• Microsoft Office 365 proficiency
• Construction accounting
• Vendor management
• Invoicing and budgeting
• Documentation and record-keeping
• Communication and organization
• Administrative support

Benefits

Medical, dental, and vision insurance

401(k)

Paid time off

Schedule

N/A

Pay

$70,000 - $75,000 USD