Administrative

Title: Project Administrator, Special Projects

Reports to: Special Projects Team Leader

Classification: Non-Exempt

Date Updated: September 2026

Summary

The Project Administrator provides comprehensive administrative and operational support to the Special Projects team. This role partners with project managers, sales, field operations, and leadership to ensure efficient execution of project administration, workforce support, reporting, billing, and business processes. The position serves as a key resource for maintaining data accuracy, coordinating communication, supporting field personnel, and managing critical project documentation throughout the project lifecycle.

Core Values

This position will be expected to operate in line with our client’s workplace values:

1. Safety: Makes the prevention of injuries and vehicle incidents the number-one priority.
2. Integrity: Is truthful and honest in words and actions.
3. Empathy: Understands and appreciates customers’ and teammates’ perspectives.
4. Urgency: Gives immediate attention to important tasks without compromising safety.

Essential Functions

Project Administration

• Support project setup activities.
• Enter and maintain project information within business systems, including change orders, project updates, job cost transfers, and forecast data.
• Coordinate project closeout activities and customer closeout documentation.
• Track and submit contracts, certificates of insurance, permits, and other project-related documentation.
• Assist with billing processes, including fixed-price, time-and-material, and AIA invoicing.

Operational Support

• Coordinate work order setup, billing, and completion tracking.
• Process weekly payroll imports and maintain supporting documentation.
• Assist with PCARD reconciliation and documentation review.
• Coordinate mobile device requests, setup, inventory tracking, and issue resolution.
• Support permit applications, inspections, and regulatory documentation requirements.

Workforce and Talent Support

• Coordinate onboarding activities and new-hire orientation.
• Maintain employee records, workforce tracking logs, and organizational data.
• Support employee evaluation processes, documentation routing, and tracking.
• Coordinate uniforms, badging, security clearances, apprenticeship documentation, and training registrations.
• Maintain office vacation calendars and workforce-related records.

Reporting and Data Management

• Prepare and maintain operational reports, project trackers, workforce reports, superintendent reports, and WIP reports.
• Update and distribute project forecasting and cost-to-complete reporting.
• Monitor data accuracy across multiple systems and provide reporting support to leadership and project teams.
• Compile information for audits and management review meetings.

Administrative Support

• Schedule meetings and coordinate logistics for project, operational, and leadership meetings.
• Support special events, employee recognition programs, and department initiatives.
• Maintain records, electronic files, and business documentation in accordance with company standards.
• Provide general administrative support to project managers, field leaders, and department leadership.

Requirements

1. High school diploma or equivalent.
2. Three to five years of experience in construction administration, project administration, field operations support, office management, or a related administrative role.
3. Experience supporting multiple stakeholders and managing competing priorities in a fast-paced construction or service environment.
4. Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and Teams, as well as PDF software.
5. Experience with business and construction management systems such as Penta, Procore, Resource Planning, Rhumbix, or similar platforms preferred.
6. Working knowledge of construction documentation, project administration, workforce planning, payroll and timekeeping processes, and jobsite operations.
7. Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.
8. Excellent written and verbal communication skills, with the ability to interact professionally with project teams, field employees, customers, and leadership.
9. Ability to work independently, manage confidential information, and adapt to changing business priorities.