Project Management Administrator

About the role

The PMA provides essential administrative support to Project Management staff and helps maintain effective support across assigned business divisions. The role also supports broader business objectives through organization and additional responsibilities assigned by the Sr. Project Manager. Success in this position requires strong organizational skills, close attention to detail, accurate recordkeeping, and adherence to established procedures and guidelines.

Responsibilities

• Create, maintain, and ensure accuracy of new project folders; manage data weekly and ensure compliance.
• Assist Project Management staff with project buyouts and ensure vendors/suppliers have the most current plans.
• Track and follow up on quotes in a timely manner; send project info sheets to new vendors and suppliers and capture accurate data for recordkeeping.
• Create and maintain the Submittal Schedule and log.
• Prepare and distribute the Superintendent project booklet for each new job.
• Assist PMs with request and receipt of concrete, rebar, and accessory submittals.
• Distribute new plans throughout construction and maintain up‑to‑date shop drawings.
• Facilitate daily/weekly communications with Project Management, Field Operations, and the General Superintendent.
• Process, upload, and document IFC drawings.
• Maintain the Master Pour Log: accurately log all concrete poured, notify staff of volume inconsistencies, track square footage, enter sub‑rates, and verify accuracy.
• Maintain subcontractor pay records, over/under payments, and change orders.
• Assist in creating a schedule of values.
• Update plans in the estimating folder, Plan‑Grid, and current print folder.
• Prepare permit applications for Houston and surrounding areas.
• Manage contract documents and MSA processes; ensure delivery to necessary personnel and communicate with Accounting & Contracts Management.
• Ensure subcontractors are current on certified payroll reporting and manage tax‑exempt certificates.
• Create warranty letters and make updates in the company accounting program.
• Enter executed change orders.

Requirements

• High school diploma.
• At least 2 years of administrative experience.
• Basic computer skills.
• Practical written and verbal communication and organizational skills.
• Valid driver’s license and reliable transportation to workplace(s)/job location(s).
• Ability to successfully pass a background check related to driving and a drug screening.
• Must be able to work in the United States without corporate sponsorship now and in the future.
• Preferred: Bachelor’s degree in construction science, construction management, or construction industry management.
• Preferred: Bilingual (Spanish/English).
• Preferred: Strong organizational skills including time management, prioritization, and multitasking.
• Preferred: Creative, results‑oriented mindset with a keen sense of urgency and self‑motivation.

Benefits

• Weekly pay.
• Paid Time Off (PTO).
• Medical, dental, and vision coverage.
• Supplemental insurance options.
• Retirement plans with discretionary employer matching.
• Holiday pay for New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day.
• Scholarship opportunities for dependents.
• Leadership development opportunities.

Schedule

This is a full‑time office position with typical hours ranging from 40–45 hours per week. The role may require non‑typical days, irregular hours based on construction schedules, and occasional off‑hour or weekend phone calls. Infrequent travel for training may be required.