Project Administrator

Project Administrator

The primary role includes collaborating with managers and field superintendents in preparing progress reports, tracking employee and equipment hours, tracking project progress quantities, and project logistics. Additional tasks include preparing time and materials reports, managing subcontractor paperwork, ensuring contract compliance, and assisting in project financial management. Miscellaneous duties may also be assigned as required.

Essential Functions:

• Accurately track labor and equipment costs by entering time data into HCSS software.
• Monitor and report project progress using MS Excel, MS Word, and HCSS, ensuring timely updates and documentation.
• Coordinate and manage travel logistics, including flights and accommodations, for project personnel.
• Provide administrative support to the project management team, ensuring smooth daily operations.
• Assist in managing subcontractor documentation and help resolve disputes in coordination with project leadership.
• Ensure compliance with contract terms across all client, subcontractor, and vendor interactions.
• Compile, analyze, and enter timecards, invoices, work orders, and other project data into relevant databases.
• Support the billing process by preparing and reviewing invoices and related documentation.
• Maintain thorough documentation of all project activities and data in accordance with company standards.
• Assist in preparing narrative and statistical reports for upper management and client communications.
• Provide support to accounts payable and receivable teams as needed.

Other Tasks:

• Assist Project Manager and Superintendents with various administrative tasks as needed.
• Performs other related duties, as assigned.

Supervisory Responsibilities:

None

Qualifications:

To perform this job successfully, an individual must be able to perform each essential function and preferably can also perform other tasks satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

Education and/or Experience:

• Minimum: Two or more years of vocational training or college course work, preferably in business, technical writing, or a related field.
• Must possess a valid state driver license.

Preferred:

• One year job related experience working in estimating, technical writing, project management for construction administration/ management or related work.

Skills, Knowledge and Abilities:

• Knowledge of and the ability to use a computer and software to record, track and design and analyze data.
• Ability to professionally represent the company to suppliers, vendors, customers, regulatory agencies and the public.
• Ability to effectively communicate information and ideas in writing and/or a statistical manner.
• Ability to understand and effectively communicate verbally with others.
• Ability to understand and follow written and verbal instructions.
• Ability to analyze spreadsheets and financial statements
• Ability to ensure that proper safety and incident reporting procedures are followed.
• Ability to work with minimal supervision and exercise good judgment in prioritizing and carrying out duties as assigned.
• Ability to wear protective clothing, as needed on project sites.
• Ability to operate a vehicle to transport work related equipment, supplies and materials.

Physical Demands

The physical demands listed below are representative of those required to successfully perform the essential functions of this position. Frequency is defined as follows:

• NP = Not Present
• Rare = 110% of the workday
• Occasional = 1133% of the workday
• Frequent = 3466% of the workday
• Constant = 67100% of the workday

Activity Requirements

• Sitting Frequent
• Standing Occasional
• Walking Frequent
• Reaching (Overhead, Straight Ahead, Downward) Frequent
• Bending/Stooping Occasional
• Crouching Rare
• Kneeling Rare
• Crawling Rare
• Climbing (onto equipment) Rare
• Twisting (including wrist) Occasional
• Handling Frequent
• Finger Dexterity Frequent
• Feeling Rare
• Talking Frequent
• Hearing Frequent
• Balancing Rare
• Operating Foot Controls Rare

Lifting/Carrying/Pushing/Pulling Requirements

• Frequent: Up to 20 lbs.
• Occasional: Up to 20 lbs.

Working Conditions:

Environmental Conditions & Inherent Hazards:

• Weather Exposure: Rare exposure to inclement weather, including rain, snow, ice, and arctic temperatures.
• Heat: Extreme heat is not