Project Management Administrator

Key Responsibilities

• Aid Project Managers with pre-construction tasks and project setup.
• Request job numbers from accounting and maintain project files (electronic & physical).
• Prepare meeting minutes for weekly and kick-off meetings.
• Communicate with clients, vendors, and subcontractors to support project needs.
• Provide support to upper management and perform project-related tasks as assigned.
• Print plans, slip sheet plans, and CCD plan releases for PMs and field teams.
• Track and schedule job start-up and in-progress material needs.
• Order materials during construction and notify field teams via Teams.
• Manage project logistics as directed by Project Managers.
• Input initial schedules into Wrike per direction of Field Leadership and PM.
• Update and follow up on Wrike tasks (CCD’s, etc.).
• Ensure field teams complete daily reports and Holobuilder photo uploads.
• Reconcile accounting software with client cost tracking for change orders and reimbursements.
• Post reconciled data to Teams for visibility.
• Gather subcontractor documents (labor rate workbooks, change orders, etc.).
• Set up CR folders and follow up to procure required backup documentation.
• Create and compile Change Order Request Workbooks for PM review.
• Follow up with subcontractors to submit change order logs.
• Submit change orders as directed by Project Managers.
• Perform data entry in client platforms and accounting software.
• Provide billing reminders to subcontractors and follow up.
• Support PM/Accounting in following up on releases.
• Collect all closeout documents from subcontractors and teams for projects in substantial completion.

Qualifications

• Proficiency in Bluebeam, Adobe, and Microsoft Office Suite.
• Familiarity with demolition, framing, finish carpentry, and specialty installations.
• Experience working on active job sites with multiple trades and tight schedules.
• Strong organizational skills with attention to detail.
• Excellent communication and interpersonal abilities.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Experience in construction project administration.