Construction Project Administrator

1 week ago

New Haven, Connecticut, United States Water Street Properties Full time $60,000 - $80,000 per year

Position Summary

The Project Administrator is a key support role within our commercial construction team, responsible for coordinating project documentation, financial tracking, and administrative functions. This position requires a proactive, detail-oriented professional with strong knowledge of Procore and QuickBooks, as well as a solid understanding of estimating, bidding, contracting, and pay application processes. The ideal candidate will thrive in a fast-paced environment and work closely with project managers, superintendents, subcontractors, and clients to ensure seamless project execution.

Key Responsibilities

  • Project Documentation & Coordination
  • Maintain and organize all project documentation in Procore, ensuring accuracy and accessibility.
  • Track submittals, RFIs, change orders, and other project correspondence.
  • Assist in preparing and distributing meeting minutes, project reports, and schedules.
  • Financial Administration
  • Manage project budgets and cost tracking using QuickBooks and Procore Financials.
  • Process invoices, purchase orders, and subcontractor payments.
  • Assist in the preparation and review of monthly pay applications and progress billings.
  • Reconcile project accounts and ensure timely and accurate financial reporting.
  • Contracts & Bidding
  • Support the bidding process by organizing bid invitations, tracking subcontractor responses, and compiling bid tabulations.
  • Assist in preparing, issuing, and tracking contracts, change orders, and purchase agreements.
  • Ensure all executed documents are properly stored and logged in Procore.
  • Project Support
  • Provide administrative support to project managers and superintendents throughout all project phases.
  • Help coordinate project closeout documents, including warranties, O&M manuals, and final lien waivers.
  • Serve as a liaison between the office and field teams to ensure consistent communication and documentation flow.

Required Qualifications

  • Minimum 3–5 years of experience in a project administration or project coordination role within commercial construction.
  • Proficiency in Procore (project management, financials, and document control modules).
  • Strong working knowledge of QuickBooks (job cost tracking, invoicing, and reporting).
  • Understanding of construction estimating, bidding, contracting, and pay application processes.
  • Excellent organizational skills and attention to detail.
  • Strong communication and interpersonal skills.
  • Proficiency in Microsoft Office Suite (Excel, Word, Outlook).

Preferred Qualifications

  • Associate's or Bachelor's degree in Construction Management, Business Administration, or a related field.
  • Experience working with subcontractor management and contract compliance.
  • Familiarity with lien waivers, insurance certificates, and compliance tracking.

Compensation & Benefits

  • Competitive salary based on experience.
  • Health, dental, and vision insurance.
  • 401(k) with employer match.
  • Paid time off and holidays.
  • Professional development and continuing education opportunities.

Job Type: Full-time

Pay: $61, $74,038.11 per year

Benefits:

  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Health savings account
  • Paid time off
  • Vision insurance

Work Location: In person

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