PROJECT ADMINISTRATOR
JOB OVERVIEW:
The Project Administrator provides administrative and operational support to the project management, design, and service teams. This role is responsible for coordinating project documentation, subcontractor communications, licensing and permitting activities to support the successful execution of company projects. The Project Administrator works closely with internal teams, subcontractors, municipalities, and outside vendors to ensure project requirements are met, documentation is maintained, and administrative processes are completed accurately and efficiently.
POSITION RESPONSIBILITIES:
- Has a sense of urgency and is an adaptive self-starter with the ability to work under project circumstances ranging from nearly-independent to closely-managed.
- Manage project documentation, administrative processes, and regulatory compliance to support project execution, ensuring accurate organization, tracking, and distribution of required documents. Track certificates of insurance (COIs), lien waivers, permits, and other compliance-related documentation.
- Prepare, process, and track construction documents, including contracts, subcontractor agreements, commitments, change orders, permits, drawings, and other project correspondence.
- Oversee project administration through Procore and Building Connected, including project setup, subcontractor management, document uploads, bid invitations, bid tracking, and contract execution. Manage project directories, user permissions, and document distribution within Procore.
- Facilitate communication between internal teams, subcontractors, vendors, clients, and municipalities to ensure timely completion of project requirements.
- Maintain company licensing and registration requirements, including researching jurisdictional regulations, preparing applications, coordinating renewals, and maintaining required insurance, bonds, and compliance documentations.
- Coordinate permitting communications and documentation between municipalities, architects, engineers, and internal project team, including permit comments, revisions, and resubmissions. Maintain accurate records and communicate permitting requirements and updates to project teams and within internal tracking systems.
- Manage municipal permitting from initial research and application preparation through submission, review, and issuance. Distribute issued permits, approved drawings, and inspection documentation to project teams and ensure required documents are uploaded to Procore and internal project files.
- Schedule municipal inspections and assist field personnel with inspection portals, scheduling requirements, and related documentation.
- Support bidding and procurement administration, including project creation, drawing distribution, organizing subcontractor proposals, maintaining bid logs, and assembling bid binders.
- Assist project teams with administrative tasks related to budgets, invoices, purchase orders, service requests, and project costs, including processing service invoices and tracking outstanding payments.
- Develop and maintain spreadsheets, project tracking logs, licensing and permitting workflows, and internal reports.
- Coordinate the ordering and distribution of construction drawings, jobsite signage, safety materials, and other project-related supplies.
- Provide day-to-day administrative support to Project Managers, Superintendents, and office and field personnel, including answering phones and assisting with general office and project-related administrative needs.
- Perform additional administrative and operational duties as needed to support company and project objectives.
Requirements
- Associate’s or Bachelor’s degree in Business Administration, Construction Management, or related field preferred
- 1–3 years of administrative or coordination experience, preferably in construction or a related industry
- Experience with permitting process preferred
- Strong organizational and time management skills with attention to detail
- Proficiency in Procore, Microsoft Office (Excel, Word, Project)
- Excellent written and verbal communication skills
- Ability to manage multiple tasks and meet deadlines in a fast-paced environment
Benefits
- Health/Dental/Vision insurance
- 401k with company match
- Long-term/short-term disability
- Life Insurance
- PTO
- Paid holidays
Recruiter/Agency Policy:
RWE Design Build is not accepting submissions from outside recruiters or staffing agencies for this position. Any unsolicited resumes sent to RWE Design Build or its employees will be considered the property of RWE Design Build, and no placement fees will be paid.
