Project Administrator

Job Summary

Located at the project site and reporting directly to the Project Manager, the Project Administrator supports the operational and administrative functions of a large-scale construction project. Key responsibilities include coordinating onboarding, ensuring compliance, and facilitating communication.

About the Role

This role acts as a key liaison between field teams, subcontractors, and the corporate office, ensuring smooth coordination, compliance, and communication across all project phases.

Primary Duties

• Coordinate with HR and field teams to onboard new employees and subcontractors
• Facilitate site access, badging, and orientation logistics
• Ensure all personnel meet compliance and safety requirements prior to mobilization
• Liaise with safety and training coordinators to schedule required inductions and certifications
• Track training records and maintain up-to-date compliance documentation

Project Coordination & Communication

• Manage daily email correspondence and respond to site-related inquiries
• Take and distribute meeting minutes for site coordination and subcontractor meetings
• Maintain calendars, schedule meetings, and book site conference rooms
• Perform data entry including timekeeping, labor tracking, and daily logs
• Prepare reports and maintain accurate records for project documentation
• Order and manage site office supplies and equipment
• Organize travel and accommodation for project staff and visiting personnel
• Support coordination of internal and external site events
• Offer administrative assistance to project managers, superintendents, and field engineers
• Offer relief coverage for other staff as needed

Safety Responsibilities and Expectations

• Responsible for refusing unsafe work and for carrying out all work in accordance with the established Yates Safety Procedures and Work Practices
• Report all incidents, near hits and hazards to management
• Advise fellow employees of hazardous situations
• Participate in workplace inspections
• Comply with statutory requirements, including duty of care
• Participate in required and/or assigned training
• Provide suggestions to improve Safety
• Present a mature approach to working safely
• Attend prestart and Safety meetings and contribute
• Assists with administering the site safety program as required and ensuring Trade Partner compliance with OSHA standards and Yates Site Specific Requirements and all applicable safety codes and regulations

Qualifications

• A High School Diploma or equivalent
• A certificate or diploma in Business Administration is preferred
• Minimum of three (3) years of experience as a receptionist, administrative assistant, timekeeper, or equivalent customer service-related position

Requirements

• Enthusiastic and able to represent Yates in external events
• Proficient computer skills in Microsoft Office including Excel and Word
• Experience creating and maintaining organizational charts is a plus

Competencies

• Ability to multitask and prioritize tasks
• Excellent time management skills
• Team Player
• Highly developed written and verbal communication skills
• Able to plan, organize and prioritize large volumes of work under tight timeframes effectively
• Excellent organizational skills and attention to detail
• Builds strong relationships to drive the business forward
• Able to communicate effectively with all stakeholders
• The ability to work constructively in a team environment

Physical Demands/Essential Job Functions

Physical requirements for this role may include but not limited to walking, standing, operating tools or equipment, and lifting items (up to 25lbs). Tasks may also be carried out in varying weather conditions and environments as appliable to the position.

About Yates Construction

Ranked among the top commercial and industrial construction companies in the country by Engineering News-Record, Yates Construction is family-owned and provides a wide range of construction and building services. Incorporated in 1964 by William G. Yates Jr., we have steadily grown to become one of the top commercial and industrial construction companies in the nation. We are financially sound with a significant bonding capacity as well as vast personnel and equipment resources. Our portfolio includes commercial and industrial projects from various sectors including arts and culture, civil, commercial, education, entertainment and gaming, federal, healthcare, hospitality, manufacturing, municipal, retail, and technology. We work hard to understand our client's business needs and continually look for opportunities to provide additional value to our clients and their projects. Our client relationships are the foundation of our success, and our primary goal is to help each of our clients achieve their vision. We do this by carefully managing the details and complexities of each project and communicating constantly with all team members. Yates Construction provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal and state law requirements, Yates complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities.