PROJECT ADMINISTRATOR JOB DESCRIPTION

Project documentation does not manage itself. On a commercial construction project, unsigned subcontracts, lapsed insurance certificates, and misfiled lien waivers create payment delays, compliance exposure, and closeout failures that cost weeks and real money. The Project Administrator is the person who prevents that - owning document control, subcontract administration, and compliance tracking across an active project portfolio. Sitting within the project management office and accountable to both field superintendents and project managers, this role ensures that every pay application, change order, and certified payroll record moves through the right hands at the right time.

Before adapting this template, reviewing the project administrator roles page shows how daily coordination work maps onto formal posting language.

As the Project Administrator, you keep the administrative backbone of commercial construction projects intact, from subcontract execution and insurance monitoring through to O&M manual assembly and final archiving. You work directly alongside project managers and project coordinators, with regular touchpoints to field offices, subcontractors, preconstruction teams, and accounting.

Career Impact: Hands-on ownership of subcontract compliance, lien waiver tracking, and change order processing builds deep domain fluency that general administrative experience cannot replicate, making you a sought-after candidate for senior construction operations roles.

Business Impact: Project managers depend on accurate, current documentation to release payments, pass compliance audits, and close out projects on schedule - the quality of this role's output directly shapes whether those outcomes happen or stall.

Growth Opportunity: Experience administering CCIP programs, Davis-Bacon certified payrolls, and construction management software positions you for advancement into construction office management or project controls within three to five years.

• Manage subcontracts, purchase orders, change orders, and supporting compliance documentation to ensure timely execution and accurate filing.
• Track insurance certificates, payment, and performance bonds, and lien waivers to confirm all compliance requirements are met before checks are released.
• Process pay applications, RFIs, submittals, and change documents in the project management system to maintain current and accurate project records.
• Support subcontractor setup, bid invitation preparation, and contract documentation during bidding and award phases.
• Coordinate project closeout activities, including O&M manual assembly, final archiving, and scanning of all project documentation.
• Prepare meeting agendas, record and distribute meeting minutes, and maintain organized distribution lists for all project stakeholders
• Monitor and reconcile daily timesheets, equipment usage records, and manpower summaries to support payroll and productivity reporting.
• Oversee project coordinators where assigned to ensure consistent document control practices and business process compliance across the project.

Responsibilities like change order tracking and submittal ownership get fuller treatment in the project administrator resume examples, where candidates frame this daily work with measurable detail.

• High School Diploma or GED required, or equivalent combination of relevant work experience.
• 3 or more years of administrative experience in a commercial construction environment, with demonstrated proficiency in subcontract and compliance documentation.
• Working knowledge of construction contract types, subcontract compliance requirements, and standard project documentation, including lien waivers and certified payrolls.
• Ability to manage multiple concurrent projects and competing deadlines with a high degree of accuracy and attention to detail.
• Strong written and verbal communication skills for correspondence with subcontractors, project managers, and field personnel.
• Proficiency in standard office productivity software at an intermediate to advanced level.
• Solid understanding of basic accounting procedures, including accounts payable workflows, job costing, and invoice validation.
• Demonstrated ability to maintain confidential records and exercise independent judgment in a field office or project office environment.

Procore, Vista by Viewpoint, and MS Project appear consistently across postings, and the posted qualification bar for each experience tier is laid out in the skills and requirements page.

• Associate's degree in office administration, business, or a related field, or coursework toward a construction management credential.
• Familiarity with CCIP or SDI insurance program administration and the compliance monitoring those programs require.
• Prior experience processing certified payrolls under Davis-Bacon or state prevailing wage requirements.
• 2 or more years of experience supervising or mentoring junior administrative staff in a project office setting.

• Subcontract execution rate, measuring the percentage of subcontracts fully executed before the scheduled work start date.
• Compliance document currency, tracking the percentage of active subcontractors with unexpired insurance certificates and bonds on file.
• Pay application cycle time, measuring average days from subcontractor submission to internal processing and approval.
• Change order log accuracy, reflecting the percentage of PCIs and change orders entered correctly without revision requests from project managers.
• Closeout package completion rate, tracking the percentage of O&M manuals, lien waivers, and archive files submitted complete and on schedule.
• Typical tools, project management and accounting software (commonly CMiC or Procore), and document control platforms (commonly SharePoint or Textura).

Salary benchmarks, the CDT and PMP credentials that drive advancement, and the path toward Project Controls Manager are all covered in the project administrator career guide.

• Compensation and Benefits (US Market Benchmark)
• Base Salary Range: $55,000 to $75,000 per year, depending on experience and market
• Bonus: Discretionary annual bonus, typically 3 to 7 percent of base salary
• Equity: Not typically offered at this level in construction
• Health Benefits: Medical, dental, and vision coverage, and employer contributions vary
• PTO: 10 to 15 days annually, plus standard US federal holidays
• Common Perks: Mileage reimbursement for field travel, professional development allowance, 401(k) with employer match

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background check completion, including verification of employment history, is a condition of employment for all positions using this template. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations for applicants with disabilities are available upon request throughout the hiring process. Candidates must hold current authorization to work in the United States without employer sponsorship.

Match your change order and compliance documentation experience to a resume that reads as a strong match.

The Project Administrator owns the full administrative lifecycle across complex construction projects, from processing change orders and PCIs to managing compliance documentation and subcontractor setup. Supporting both internal and external project management teams, the role enables consistent project delivery by maintaining dashboard accuracy, coordinating bidding and award processes, and leading training for project coordinators.

Key Responsibilities

• Review, process, and organize data and documentation from various sources to support administrative, compliance, and reporting needs.
• Prepare routine and advanced correspondence, including letters, emails, meeting notes, proposals, and non-standard communications.
• Create and manage potential change items (PCIs), change orders, and supporting documentation in project systems.
• Support bidding and award processes, including bid invitations, specifications, subcontractor setup, and contract documentation.
• Manage project dashboard information and electronically process submittals, pay applications, RFIs, and compliance documents.
• Track insurance certificates, bonds, lien waivers, and compliance documentation to ensure checks are released appropriately.
• Generate reports, distribution lists, agendas, and meeting notes to support stakeholder communication.
• Lead and co-facilitate training for project teams and develop training plans and materials.
• Oversee one or more project coordinators to ensure consistent business processes are met.

Required Qualifications

• High School Diploma or GED required, Associate's degree in office administration or related field preferred.
• 8+ years of administrative support experience required.
• 3+ years of experience in the construction industry required.
• 2+ years of people management experience preferred, 2+ years of life science experience preferred.
• Intermediate knowledge of construction industry terminology, documents, and administrative procedures.
• Advanced proficiency in MS Office and project management/accounting software such as CMiC.
• Intermediate knowledge of dashboards, file structures, TPS, PowerBI, and SharePoint.
• Intermediate communication, organizational, and critical thinking skills with the ability to conduct effective presentations.
• Ability to mentor, lead informally, solve complex problems, and adapt in a fast-paced environment.

Embedded within the construction project team, the Project Administrator manages the full scope of contract and subcontract documentation, from MSAs and purchase orders through compliance monitoring and project closeout. Working closely with accounting, preconstruction, and marketing departments, the role ensures timely filing, legal and insurance compliance, and seamless information flow across all project stakeholders.

Core Functions

• Manage client contracts, MSAs, work orders, subcontracts, purchase orders, insurance certificates, and bonds.
• Ensure timely responses for contract and subcontract paperwork, including change orders and compliance documentation.
• Assist with CCIP and/or SDI setup and monitor legal and insurance compliance as required.
• Prepare meeting agendas, record and issue meeting minutes, and maintain organized electronic and physical filing systems.
• Coordinate project closeout activities, including scanning, archiving, and O&M manual assembly.
• Manage all information in applicable project management software with timely filing and organization.
• Support annual electronic archiving and collaborate with accounting, preconstruction, and marketing departments.
• Perform general office duties, including mail handling, phone coverage, supply management, and front desk relief.
• Print, plot, and order reprographic materials and assist with miscellaneous errands as approved.

Qualifications and Experience

• Proficient in Microsoft Excel, Word, Outlook, Teams, SharePoint, CMiC, and Textura.
• 3+ years of construction industry administrative experience preferred.
• Intermediate knowledge of administrative and clerical procedures, document management, and office systems.
• Intermediate knowledge of construction contracts, subcontract compliance, and project documentation.
• Strong organizational skills with the ability to manage multiple tasks and establish priorities effectively.
• Excellent verbal and written communication skills with a professional, courteous manner.
• Strong work ethic, sense of urgency, customer service orientation, and team-player mentality.

Reporting to the practice leadership, the Project Administrator delivers digital document control and live project tracking across concurrent design projects, supporting information flow between design team members and external clients. Partnering with colleagues across facilities, finance, and reception, the role enables smooth day-to-day operations by maintaining accurate project records and serving as a reliable point of contact in the absence of other team members.

Primary Duties

• Manage digital document control using file sharing platforms to upload, download, and distribute project information.
• Maintain and track live project information while monitoring incoming emails and facilitating information flow.
• Set up new jobs using internal systems and support data management and diary organisation.
• Administer site safety letters, client questionnaires, and assist with facilities maintenance and office supplies.
• Receive and distribute invoices for authorisation and assist with budget management.
• Carry out shared reception duties, including calls, visitors, post, deliveries, and access cards.
• Arrange refreshments, assist with event organisation, and coordinate travel and meeting bookings as needed.

Skills and Qualifications

• Excellent written and verbal communication skills with fluency in English required.
• Some experience in a similar office environment is desirable.
• Interest in sustainability and the practice's work is an advantage.
• Confident user of standard digital applications, including Microsoft Office.
• Highly organised with strong attention to detail and ability to meet deadlines independently.
• Good interpersonal skills, professional manner, flexible approach, and ability to use initiative.

Sitting at the intersection of document management and project coordination, the Project Administrator performs administrative functions across active construction projects, from maintaining Expedition records and tracking subcontractor paperwork to supporting closeout and O&M manual assembly. Operating across field and office environments, the role keeps project teams organized and on schedule by managing correspondence, supplies, and manager planning needs.

Duties

• Perform administrative functions, including typing, filing, copying, and distributing project documents such as subcontracts and purchase orders.
• Maintain and track project information in Expedition and follow up with subcontractors on project paperwork.
• Assist the project team with closeout coordination, O&M manuals, punchlists, and archiving per company guidelines.
• Sort and distribute mail and faxes, prepare outgoing packages, and order office supplies.
• Set up project binders, order drawings, and assist with daily planning of managers' schedules and travel.
• Participate in project and team meetings and collaborate with managers to achieve departmental objectives.

Experience and Qualifications

• 4-year college degree or equivalent work experience desired, construction background preferred.
• Minimum 45-50 wpm typing speed required.
• Proficient in Microsoft Word, Excel, and Outlook with strong written and verbal communication skills.
• Ability to manage and prioritize tasks with minimal supervision in a fast-paced environment.
• Detail-oriented, flexible, and able to work independently and as part of a team with respect for confidentiality.
• Demonstrates core values including initiative, adaptability, and willingness to embrace change.

A key member of the project support team, the Project Administrator delivers accurate data entry, meeting facilitation, and correspondence management across a portfolio of energy efficiency projects. Collaborating across internal departments and external contractor networks, the role strengthens operational efficiency by maintaining organized electronic files, handling invoicing and budget management, and applying independent judgment to drive process improvement.

Accountabilities

• Perform accurate and timely data entry of project work, program documentation, and database updates.
• Assist project managers with meeting facilitation, including agendas, minutes, action item tracking, and follow-up.
• Field and log telephone calls from customers and contractors, and respond to routine inquiries.
• Manage scanning, faxing, copying, and uploading of documentation while maintaining paper and electronic files.
• Handle invoicing, budget management, and general office duties, including mail, supplies, and visitor reception.
• Prepare and mail correspondence and complete tasks requiring independent judgment and process improvement.

Background and Experience

• High School diploma required, Associate's degree preferred.
• 3+ years of professional experience in administrative services required.
• Strong knowledge of MS Word, Outlook, Excel, and PowerPoint.
• Excellent communication, customer service, grammar, and organisational skills with strong attention to detail.
• Ability to multi-task, manage competing priorities, work under pressure, and take direction from multiple people.
• Strong interpersonal skills with a customer-service attitude, team-oriented spirit, and passion for energy efficiency.

Timely project execution across the division depends on the Project Administrator, who develops and monitors project plans, issue logs, milestones, and executive status reports for multiple concurrent initiatives. Based within a banking environment, the role serves as the coordination hub between business unit managers, staff, and service providers to ensure schedules, deliverables, and budgets remain on track.

Activities

• Develop, implement, and modify project plans, issue logs, and other project methodology documents.
• Monitor project activities and deliverables for completion, timeliness, and risk mitigation.
• Develop presentations, executive summaries, and project status reports for review meetings.
• Define project phases, set deadlines, and develop plans with milestones in coordination with business units.
• Coordinate meetings and interface with business units, staff, and service providers in a fast-paced environment.

Professional Experience

• Minimum 2 years of project administration/support experience and 2 years of banking experience required.
• Minimum 2 years of experience with MS Project and MS Office suite required.
• Strong computer skills including MS Project, PowerPoint, Word, and Excel.
• Superior organisational, verbal, written communication, and presentation skills with exceptional problem-solving ability.
• Ability to work on several concurrent projects with shifting priorities and communicate effectively at all levels.

As the Project Administrator, this role manages field office operations, including payroll processing via LCP Tracker, monthly pay request assembly, and subcontractor and supplier record tracking to keep construction projects running on schedule. The project management team relies on this work to ensure accurate cost reporting, timely closeout documentation, and well-maintained filing systems across all vendor and personnel records.

Job Functions

• Answer and direct incoming calls, maintain the filing system, and distribute incoming and outgoing mail.
• Assist project staff with closeout responsibilities, cost reports, progress reports, and project management database maintenance.
• Process weekly payroll using LCP Tracker and assemble monthly pay requests and subcontractor billings.
• Produce manpower summary reports, process new hires, and track subcontractor and supplier records.
• Set up vendor accounts for the field office and manage office supplies and equipment.

Position Requirements

• 4+ years of clerical/administrative experience, preferably in the construction industry.
• Excellent computer skills and proficiency with MS Office products, typing 50+ WPM required.
• Experience with Oracle preferred.
• Ability to multi-task, meet critical deadlines, and maintain accuracy and attention to detail in a fast-paced environment.
• Ability to work effectively with all levels of project staff and organisation.

Project Administrator supports senior project managers across multiple concurrent programmes, preparing board meeting documents, maintaining RAID logs and version-controlled standards documentation, and monitoring adherence to formatting standards. Success in the position means governance and assurance activities are executed with precision, stakeholder communications are well-organized, and the department's administrative network remains consistently reliable.

Strategic Responsibilities

• Provide administrative support to senior project managers and assist with programme and project delivery, governance, and assurance across multiple projects.
• Prepare documents for programme and project board meetings, assuring content quality and dashboard accuracy.
• Manage programme and project documentation including terms of reference, RAID logs, and standards documents with version control.
• Monitor adherence to document formatting standards and support administration across the department.
• Collaborate closely with the PA to the Director of PPBI and maintain a strong network of stakeholder contacts.

Knowledge Skills and Abilities

• Excellent written skills with strong attention to detail, particularly for formal reports, board papers, and meeting minutes.
• Good IT skills with experience applying them across administrative and project management tasks.
• Ability to design, manage, and embed procedures and processes with creative problem-solving capability.
• Strong communication and stakeholder management skills with resilience.
• Ability to prioritise under tight deadlines.

The Project Administrator owns the end-to-end lifecycle of subcontract and change order documentation, from preparing and tracking purchase orders and vendor credit applications through to assembling closeout books and maintenance manuals. Supporting assigned project managers within a construction environment, the role ensures project file accuracy, insurance compliance, and timely communication with field offices and subcontractors.

Key Deliverables

• Provide support to assigned project managers by creating and maintaining new job checklists and keeping plans and specs current.
• Prepare, monitor, and track all subcontracts, change orders, purchase orders, and vendor credit applications.
• Monitor insurance certificates for expiration dates and liability limits, and acquire certificates as needed.
• Check invoices and draws from the field for accuracy and assist in maintaining an up-to-date project filing system.
• Communicate with field offices and subcontractors on current issues and prepare closeout documents, including maintenance manuals.
• Obtain retainage draw information from subcontractors and support overall project close-out activities.

Minimum Qualifications

• Minimum 3 years of experience in construction administration required.
• Experience with Procore preferred.
• Strong attention to detail with the ability to learn and adapt quickly.
• Excellent written and verbal communication skills with proven ability to build collaborative partnerships.
• Self-aware, coachable, naturally curious, and motivated to continuously improve.

Embedded within a laboratory quality function, the Project Administrator authors validation deliverables, coordinates instrumentation validation projects, and generates monitoring and trending reports to sustain the quality programme. Working closely with technical and compliance teams, the role enables programme continuity by maintaining accurate document storage, supporting project close-out activities, and ensuring full adherence to corporate policies and procedures.

Project Responsibilities

• Author validation deliverables in accordance with established procedures and coordinate validation projects for routine laboratory instrumentation.
• Maintain the quality program by ensuring completion of routine data entry, reports, and project close-out activities.
• Manage document storage and routine maintenance of computer file records.
• Generate monitoring, trending, and departmental reports to support programme and project oversight.
• Perform multiple tasks simultaneously, keep accurate records, follow instructions, and comply with corporate policies.

Education and Experience

• Degree or certification in business management, operations, or health/medical administration, or equivalent experience required.
• Three years of administrative experience in a medical office, facility, or pharmacy with data entry, billing, and coding.
• Authorization to work in the United States indefinitely without restriction or sponsorship required.
• Experience writing and reviewing technical reports, protocols, and professional correspondence.
• Strong computer, technical writing, and organisational skills with excellent attention to detail.
• Ability to work independently and as part of a team with self-motivation and a positive, adaptable attitude.

Reporting to engineering and project coordination leads, the Project Administrator refines client file management from initial conflict search and confidential document preparation through to billing, evidence handling, and travel coordination for examinations. Partnering with engineers, project coordinators, and external clients, the role ensures accurate project status tracking, timely communication, and proper archival of all physical and electronic records.

Role Responsibilities

• Record initial client instructions, perform conflict searches, and prepare confidential documents with support for report preparation.
• Complete the billing process for each file and handle client queries related to invoicing.
• Track progress and status of all active files while maintaining awareness of engineers' workloads, specialisations, and deadlines.
• Communicate with engineers, project coordinators, and clients regarding project activities and status.
• Handle incoming inquiries, mail distribution, reception, and evidence management following proper storage and documentation procedures.
• Conduct library and archival research, purchase testing materials, and coordinate evidence examinations and travel arrangements.

Required Qualifications

• Minimum 2 years of experience in an administrative role required, post-secondary education is an asset.
• Current driver's licence an asset.
• Intermediate proficiency with MS Office Suite and online research, typing and data entry skills required.
• Physical ability to lift 20-40 lbs as required.
• Strong oral and written English communication skills.

Sitting at the intersection of procurement and accounts payable, the Project Administrator executes the full procure-to-pay cycle by preparing purchase requisitions, inputting change orders, posting receipts, and resolving invoice discrepancies in ERP systems such as Sage Intacct or Oracle. Operating across finance, accounting, and project management teams, the role ensures accurate and timely payment processing through disciplined document control and cross-functional collaboration.

Scope of Work

• Prepare, input, and track purchase requisitions and their conversion to purchase orders in the ERP system.
• Prepare and input change orders and post-purchase receipts based on goods and services verified by project managers.
• Post invoices in conjunction with the accounts payable team.
• Resolve invoice issues with finance and accounting.
• Perform document control duties as assigned by project managers to ensure accurate and timely payment processing.

Technical Qualifications

• Bachelor's degree required.
• Minimum 2 years of experience using an ERP system such as Sage Intacct or Oracle for Procure to Pay (P2P) preferred.
• Working knowledge of the overall P2P process and strong office and PC skills, including ERP systems.
• Exceptional organisational skills, including compiling, sorting, and amending documents.
• Effective communicator and team player with strong attention to detail and accuracy.

A key member of the project delivery team, the Project Administrator coordinates calendars, travel, SAP requisitions, and SharePoint maintenance while managing meeting schedules, minutes, and new starter mobilisation across infrastructure projects. Collaborating across contractors, management, and wider project teams, the role advances operational continuity by ensuring correspondence is properly formatted, stored, and accessible throughout the project lifecycle.

What You'll Do

• Liaise with contractors, management, and the wider project team and manage calendars and diary scheduling.
• Schedule meetings, prepare agendas, record minutes, and coordinate follow-up of actions.
• Organise travel arrangements for project personnel and manage new starter coordination and mobilisation.
• Process SAP requisitions and receipting, and maintain SharePoint and electronic document storage.
• Format, manage, and store correspondence and provide general administrative assistance as required.

Experience and Qualifications

• Extensive experience in a similar administrative role required, industry experience highly regarded.
• Intermediate to advanced proficiency in the Microsoft Office suite required.
• Must be professional, confidential, autonomous, proactive, and able to prioritise conflicting workloads.
• Strong written and verbal communication skills with a flexible mindset.
• Willingness to challenge traditional approaches.

Project Administrator oversees general inbox management, documentation coordination for presentations, and diary scheduling while supporting senior document controllers and project managers across a professional services environment. The work directly supports timely project reporting and stakeholder communication by maintaining well-organized filing systems and ensuring administrative overflow from senior management is handled accurately and on schedule.

Day-to-Day Responsibilities

• Deal with general project inbox enquiries and support senior document controllers with administration duties.
• Liaise with and report into senior project managers on project activities and documentation needs.
• Coordinate documentation for presentations, handle inbox management, and maintain filing systems.
• Schedule appointments and manage diary for guests.
• Handle overflow of administrative duties from senior management.

Skills and Qualifications

• Previous project administration experience in a professional services environment required.
• Experience with document control systems preferred.
• Excellent IT skills including MS Office packages.
• Personable, strong team player with excellent communication skills and a positive, professional nature.
• Fluency in English and knowledge of other languages.

Reporting to operations management, the Project Administrator delivers end-to-end customer billing management, from order or quote conversion through invoicing, while continuously identifying cross-functional process improvements to enhance the customer experience. Working closely with logistics, finance, and sales teams, the role enables revenue accuracy and schedule integrity by managing rental and lease agreements, validating sales tax, and resolving credit memo root causes.

Key Responsibilities

• Manage the customer experience from order or quote conversion through to billing for assigned customers and project managers.
• Review customer project schedules, rental or lease agreements, purchase orders, and acknowledgments for accuracy and completeness.
• Perform accurate invoicing within 2-4 business days monthly and drive the post-sales process through to billing.
• Troubleshoot complex projects using Excel, manage priorities of analysis and daily operational activities, and resolve order exceptions.
• Investigate root causes of credit memo requests, challenge credits where appropriate, and document trends for process improvement.
• Validate sales tax representation and work with finance to obtain the correct customer documentation as required.
• Continuously identify and implement cross-functional process improvements to enhance the customer experience.
• Handle incoming customer requests professionally, gather information thoroughly, and direct them to the correct departments as needed.
• Maintain communication with logistics teams to manage schedule changes, truck bookings, and cancellations.

Minimum Qualifications

• High School Diploma or equivalent required, some college preferred.
• 6+ years of customer service/support experience in a non-call-centre environment required.
• Manufacturing preferred.
• Experience with Microsoft NAV preferred.
• Proficiency in Microsoft Office and Internet Explorer required.
• Intermediate to advanced Excel skills required for complex project troubleshooting and analysis.
• Process improvement or lean manufacturing experience preferred.
• Strong integrity, analytical ability, independent decision-making, and commitment to customer satisfaction.
• Ability to maintain tight project schedules with high rates of change and a willingness to work flexible hours.

Embedded within a general contracting operation, the Project Administrator develops and maintains all project administration documents while coordinating payables, subcontractor agreements, purchase orders, and customer invoicing across an active project portfolio. Working closely with project managers, supervisors, and sales representatives, the role strengthens financial controls by validating expenses against plan, monitoring payables aging, and flagging over-budget projects to management.

Core Functions

• Set up and maintain all project administration documents and coordinate work with project managers, supervisors, customers, and sales reps.
• Receive and validate order information, issue subcontractor agreements and purchase orders, and dispatch internal resources.
• Process contractor and vendor payables and monitor payables beyond 30 days.
• Ensure project file integrity by confirming the collection of bonds, insurance, subcontract agreements, specs, and safety plans.
• Track days worked versus planned, validate actual expenses against plan, and prepare accurate and timely customer invoices.
• Monitor daily, weekly, and monthly reports and flag projects coming in over budget to management.

Education and Experience

• Bachelor's degree or equivalent combination of education and experience required.
• 3+ years of office/business support experience in a high-paced environment required.
• Proficient in Excel, Word, and an accounting system such as Timberline or Foundation.
• Knowledge of state prevailing wage, Davis Bacon, SCA wages, certified payroll, and job costing preferred.
• Experience with SAP, general ledger entries, AR, AP, and invoice entry is a plus.
• Exceptional organisational and multi-tasking skills with strong written, oral, and digital communication abilities.

As the Project Administrator, this role executes daily on-site administrative operations, including payroll processing, tonnage tracking, and vendor account setup to keep civil construction projects running to schedule and budget. The site management team relies on this work to ensure timely payroll transfers to accounting, accurate productivity reporting, and a well-organised on-site office environment.

Operational Focus

• Track, record, and report attendance, board allowance, vehicle allowance, and daily employee payroll for site personnel.
• Track total tonnage and reconcile vendor summaries for aggregates and concrete, providing daily and weekly productivity summaries.
• Perform administrative duties, ensuring all timesheets, equipment usage, and personnel allowances are transferred to accounting as required.
• Establish accounts with local suppliers, assist with accident report completion, and set up and dismantle site offices.
• Maintain an organised on-site filing system, greet visitors professionally, and carry out other duties as assigned.

Background and Experience

• Post-secondary education preferred, minimum 2+ years of office experience with knowledge of purchasing, accounts payable, and payroll required.
• Valid driver's licence and access to reliable transportation required, ability to travel throughout Ontario during the week.
• Experience with SAP an asset, training in the safety and construction industry is an asset.
• Intermediate level of computer skills in MS Word and Excel.
• Strong communication skills with the ability to deal tactfully with employees, visitors, and customers.
• Team player who can work independently, prioritise workload, and adapt to flexible schedules to meet deadlines.

The Project Administrator produces end-to-end administrative support for FSMA print campaigns, managing allocations and packing sheets from estimating through to production while tracking budgets, margins, and OTIF performance. Serving as a key coordination point between the Ops Director, Sales Manager, and client services team, the role ensures documentation accuracy within Syspro, proactive issue resolution, and consistent delivery against client marketing goals.

Delivery Expectations

• Assist in managing print campaigns for FSMA clients to achieve global marketing goals and deliver project requirements.
• Develop processes for scope changes and change requests while ensuring the accuracy of documentation within Syspro and packing sheets.
• Troubleshoot project problems proactively and maintain clear ongoing communication with the Ops Director and Sales Manager.
• Track and report project budget, delivery against target margins, and weekly project performance, including financial and OTIF updates.
• Assist with resource planning, end-to-end management of allocations and packing sheets from estimating through to production.
• Attend regular WIP meetings with the client services team.

Knowledge, Skills, and Abilities

• Excellent knowledge of Microsoft Office, especially Excel.
• Excellent planning, organisational, and prioritisation skills with a high degree of accuracy and attention to detail.
• Excellent communication skills with the ability to converse at all levels.
• Proactive customer service focus.
• Persistent, flexible, and resilient with a positive can-do attitude and ability to work to tight deadlines and sales targets.

Reporting to project management leadership, the Project Administrator oversees financial project administration across the full project lifecycle, including contract management, invoicing, time and expense review, and close-out reporting aligned with GAAP principles. Partnering with vendors, customers, and internal departments through Deltek Vantagepoint, the role enables accurate revenue recognition and cash flow management by maintaining close relationships with key billing contacts.

Areas of Ownership

• Support project managers in the financial management of projects, including contract management, time and expense review, invoicing, and status reporting.
• Develop a master-level understanding of Deltek VantagePoint and build financial reports and additional analysis using Excel.
• Interface proactively with departments on project financials, including time and expense entry, estimate to completion, and billing milestones.
• Communicate with vendors, customers, and management and maintain close relationships with key contacts to improve project execution.
• Manage data entry, project close-out activities, and reporting in alignment with GAAP principles.

Professional Experience

• 3+ years of demonstrated experience in a project administrator, project accountant, or administrative assistant role required.
• 1+ years of experience in accounting, preferably project accounting, required.
• Experience in Deltek Vision or Vantagepoint or similar project accounting software is preferred.
• Knowledgeable in GAAP including cost accounting, revenue recognition, contract management, and cash flow management.
• Proficient in Microsoft Excel with strong analytical, organisational, and multi-tasking capabilities.
• Excellent oral and written communication skills with the ability to establish trust and maintain internal and external relationships.

A key member of the project and data team, the Project Administrator coordinates project meetings, procurement activities, and status documentation while conducting data analysis on loyalty programme and app browsing behaviour datasets. Collaborating with business teams and IT partners, the role guides data-driven decision-making by facilitating visualisation, segmentation, and reporting using tools such as Power BI, Tableau, or QlikView.

Work Activities

• Set up and organise project meetings and prepare and update project status reports, plans, resources, and documentation.
• Respond to project procurement requests and manage procurement activities in coordination with the project team.
• Conduct data analysis to assist business teams in data exploration and segmentation.
• Visualisation using loyalty and app behavioural datasets.
• Facilitate business teams in making use of datasets through data visualisation and reporting tools.

Technical Qualifications

• 3-4 years of relevant experience in data analysis, database programming, or database management preferred.
• Fresh graduates welcome.
• Proficient in SAS, SQL, Python, or other data mining tools.
• Practical experience in data visualisation tools such as QlikView/Sense, Power BI, or Tableau.
• Fluency in English and knowledge of other languages. 

Sitting at the intersection of contract governance and revenue operations, the Project Administrator ensures compliance with onboarding and offboarding guidelines for engineers while managing time reporting, resource plans, and monthly client billing reviews across a technology services portfolio. Operating across account management, finance, and client teams in a software or multinational environment, the role enables forecast accuracy and contract integrity through strong analytical discipline and proactive stakeholder communication.

Scope of Work

• Ensure compliance with contract management and governance guidelines for engineer onboarding and off-boarding on projects.
• Work closely with account managers to support operational activities, contract creation, and deal review preparation.
• Track time reports using internal systems and manage monthly client sync-ups.
• Reviewing actuals versus planned, invoices, and contracts.
• Manage resource plans via internal systems and support revenue forecasting and billing review.

Qualifications and Experience

• Bachelor's degree in Accounting, Business Administration, or a related field required.
• At least 1 year of experience in a similar position is required.
• Experience in software companies or multinational environments preferred.
• An advanced level of spoken and written English is required.
• Strong analytical skills with the ability to process large volumes of data.
• Good knowledge of the Microsoft Office suite with emphasis on Excel, PowerPoint, Visio, and Word.
• Excellent time management, multitasking, communication, and diplomacy skills with a proactive and diligent work ethic.