344 Project Administrator jobs in the United States

Summary

J. Derenzo Co. is seeking a detail-oriented and proactive Project Administrator to support our project management team. This role is critical in ensuring smooth coordination between field operations, subcontractors, vendors, and clients. The ideal candidate will have strong organizational skills, construction industry experience, and the ability to thrive in a fast-paced, dynamic environment.

About the Role

This role is critical in ensuring smooth coordination between field operations, subcontractors, vendors, and clients.

Responsibilities

• Project Coordination
• Assist Project Managers in planning, scheduling, and tracking project milestones.
• Maintain project documentation including contracts, change orders, RFIs, submittals, and close-out packages.

• Purchase Orders
• Enter purchase orders into Sage 300 CRE following project management approval.
• Commit costs and allocate to appropriate job codes.
• Maintain and update buyout logs; distribute to vendors and archive in project folders.

• Change Order Requests (CORs), Proposal Requests (PRs), and Invoices
• Maintain and update tracking logs, including Slip Logs and ACH Logs.
• Prepare pricing and route documents for project manager approval.
• Scan and submit slips and supporting documentation to project owners as required.

• Surety Bonds
• Coordinate bond requests with the insurance broker.
• Manage execution process including obtaining signatures and corporate seals.
• Scan and distribute finalized documents via mail and digital archive.

• Certificates of Insurance (COI)
• Process and track COI requests to ensure subcontractor and vendor compliance.

• OCIP / CCIP Administration
• Submit monthly workers’ compensation reports as required by Owner Controlled or Contractor Controlled Insurance Programs.
• Assist with job setup and close out procedures.
• Manage insurance documentation and subcontractor compliance paperwork.

• Subcontract Administration
• Process and issue subcontracts and subcontract change orders.
• Track and follow up on outstanding COIs, executed subcontracts, and change orders.
• Manage tax-exempt forms and ensure proper documentation is on file.

Qualifications

• Bachelor’s degree in Construction Management, Business Administration or related field preferred.
• Work experience as a Project Administrator, Project Coordinator or similar role.

Required Skills

• Proficiency in Sage 300 CRE, Procore, Heavy Construction Systems Specialists (HCSS) or Construction Link preferred.
• Proficiency in Primavera or Microsoft Projects is a plus.
• Solid organization and time management skills.

Preferred Skills

• Experience in the construction industry.
• Strong organizational skills.

General Summary

Responsible for processing homebuilder order for installation of flooring, writing order in JDE, scheduling material for order based on builders’ installation schedule, acting as liaison between branches and builder on installation.

Essential Job Functions

1. Perform accurate and timely entry of homebuilder order into JDE order processing system.
2. Translate multiple customer order formats into a standard format for order entry.
3. Monitor and track homebuilders schedule to ensure on time schedule of flooring material and installation.
4. Track status of house to ensure that all potential questions, issues, etc. are resolved and all material is on hand in advance of the builder’s requested installation date.
5. Communicate essential information back to builder and external branch personnel.
6. Navigate homebuilder portals to identify and process all change order requests timely.
7. Work with branch personnel to handle pre-closing repair issues, such as punch-out repairs, material shortfalls, claims on defective material, etc.
8. Respond to all homebuilder and internal inquiries in a timely fashion.
9. Assist/support all other departments, be it accounting, procurement, customer service, or branches as needed.

Knowledge, Skills, and Abilities

1. Prior experience in an ERP system preferred.
2. Proficient with Microsoft Office software.
3. Intermediate math skills.
4. Able to manage multiple projects and present a high level of organization while meeting all mandatory deadlines.
5. Detail-oriented, self-starter, ability to work independently.
6. Must be able to understand change orders as needed.
7. Must possess a high degree of logical reasoning ability.
8. Thorough knowledge of all types of floor covering materials preferred but not required.

Education and Experience

1. Minimum two years of experience in an administrative role
2. Prefer prior order entry experience in the construction or building materials supply industry.

Other Requirements

1. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.
2. Proficiency in Microsoft Office, specifically Excel required.
3. Fundamental mathematic comprehension required.
4. Familiarity with Oracle or JD Edwards software a plus.
5. Ability to multi-task is required.
6. Travel required: none

Any offer of employment is contingent upon pre-employment drug screen and criminal background check.

This job description is intended to provide an overview of the work to be performed and the qualifications for success and cannot be construed as an employment contract. Any statements made in this job description are subject to change at the discretion of Italian Terrazzo & Tile Co. of Brevard, LLC.

Italian Terrazzo & Tile Co. of Brevard, LLC is an Equal Opportunity Employer and makes employment decisions without regard to race, color, sex, national origin, age, religion, physical or mental disability, military status, or any other protected class.

Must be eligible to work in the United States, unable to provide sponsorship at this time.

Must Haves:

· 2–5 years of experience in project administration, controls, or accounting.

· Exceptional attention to detail — accuracy is non-negotiable in this role.

· Strong organizational skills and ability to manage multiple priorities.

· Proficiency in Microsoft Office Suite (Excel, Word, Outlook); Procore or MS Project a plus.

· Experience with financial tracking, forecasting, or project reporting preferred.

· Excellent written and verbal communication skills.

· Bachelor’s degree in Business, Accounting, Legal, Construction Management preferred.

Day to Day:

The Project Administrator is responsible for supporting the project team by ensuring that project documentation, schedules, and financial tasks are accurate, current, and completed in a timely manner. This role plays a critical part in project controls — assisting with schedules, budgets, forecasting, invoicing, and reporting — to keep large-scale industrial projects on track. The Project Administrator ensures that the project team has accurate data and well-organized documentation to make informed decisions, while coordinating financial and communication matters between operations, procurement, and accounting.

Planning & Scheduling:

Assist PMs in preparation and updates of detailed project schedules.

Issue regular schedule updates to project participants.

Cost Control

· Support development and maintenance of project budgets.

· Document expenditures, committed costs, and cost-to-date.

· Track forecast-to-complete, budget changes, and contingency use.

· Issue regular budget reports to project participants.

Progress Monitoring

· Assist in preparation of earned value and schedule progress reporting.

· Compare actual vs. budgeted progress and highlight variances.

Change Management

· Support preparation and management of client and supplier change orders.

· Update budgets to reflect awarded and denied changes.

· Maintain and update Action Item Register.

· Ensure approvals and documentation are in place for all changes.

Document Control

· Maintain accurate project documentation, including contracts, drawings, submittals, and change orders.

· Distribute and track drawings, vendor submittals, and manuals.

· Take minutes in project meetings, issue promptly, and update action registers.

Reporting & Communication

· Assist in preparing project status reports, including budget, schedule, earned value, and risks.

· Coordinate project meetings on behalf of PMs.

· Manage RFIs from vendors, suppliers, and subcontractors.

Invoicing & Financial Administration

· Assist in preparing invoice submittals and justifications to clients.

· Track vendor and subcontractor invoices and payment applications.

· Coordinate with finance/accounting to ensure accurate monthly reporting

Please reply back with an updated resume if you or someone else you know is interested. Thank you.

Project Administrator's primary responsibility is to provide administrative support to the Project Management teams. Project administrators must be willing to report to work in our Houston office each day.

Below are examples of duties and responsibilities of a Project Administrator:

• Assist with job set up in Procore, Sage and on our internal network
• Generate/process/distribute Owner/Subcontractor contracts, change orders, and pay applications through Procore as well as inputting data into Sage.
• Responsible for procurement of Subcontract/Owner lien waivers
• Responsible for procurement of subcontractor insurance
• Responsible for Database input and updates in Procore.
• Responsible for project close out documentation and the gathering of warranties
• Provide support to project teams with miscellaneous tasks.
• Helps answer phones during receptionist lunch breaks
• Helps organize deliveries of submittals
• Archives project documents following project close out
• Prioritizes tasks to make sure deadlines are met
• Ability to effectively communicate (both written and verbal skills)
• Has a working knowledge of Procore, Timberline/Sage, and Microsoft product suite

Required Experience

• Associate/Bachelor degree or minimum of 1 year Accounts Payable/Project Administrator experience
• Prior experience with Procore and Timberline/Sage preferred, but not required

Must be able to pass a pre-employment background check and drug screen. Random drug screens are also conducted in accordance with our safety policy.

Project Administrator – Land Development & Homebuilding

Hybrid - Kirkland, WA

Our client, a leader in residential development and homebuilding, is looking for a Project Administrator to join their growing team. In this role, you’ll play a key part in supporting land acquisition, entitlement, development, home construction, and sales operations—ensuring that critical project documents are organized, tracked, and filed throughout the life cycle of each community development project.

This company is recognized for excellence and is committed to delivering exceptional homes, understanding that buying a home is one of life’s biggest milestones. Their communities span the Greater Seattle Area, from Lake Stevens to Tacoma, offering you the opportunity to be part of projects that truly make an impact.

Project Administrator Responsibilities:

• Maintain accurate records and digital file structures for acquisitions, entitlements, development, and sales operations; ensure all documents, reports, and checklists are accurate, complete, and filed on time.
• Source, archive, and track project documents, including feasibility assessments, due diligence, and closing documentation.
• Support RESPA (Real Estate Purchase and Sale Agreement) processing by managing contract timelines, milestones, and compliance requirements.
• Build and maintain a database of permits, impact fees, and municipal fees; monitor zoning regulations and design guideline requirements for new projects.
• Coordinate with utility providers and internal teams for service connections, disconnections, and demolition permits.
• Assist with HOA setup, including drafting and filing CC&Rs; serve on HOA boards until communities reach 75% closings.
• Contribute to drafting Public Offering Statements (POS), Waivers, and Disclosure documentation.
• Prepare and distribute meeting minutes; ensure effective communication with internal teams, external vendors, and stakeholders.

Project Administrator Qualifications:

• At least one year of administrative or project coordination experience in land development, real estate, or construction.
• Familiarity with construction documents, processes, building systems, and industry standards.
• Proficiency in Microsoft 365 with the ability to quickly learn and adapt to new software platforms.
• Highly organized and detail-oriented, with the ability to manage multiple projects, deadlines, and priorities simultaneously.
• Strong written and verbal communication skills; confident in working with internal teams, external vendors, and stakeholders.
• Analytical mindset with proven ability to review contracts, budgets, and reports for accuracy and completeness.

Compensation & Benefits:

• Comprehensive medical, prescription, vision, and dental coverage (company-paid for employees)
• Flexible Spending Account (FSA)
• Life, disability, and long-term care insurance
• 401(k) retirement plan
• Paid vacation, sick leave, and holidays

Compensation : $75,000 – $85,000 per year

Company Description

Verde Electric Corporation, established in 1993, is a leading professional electrical organization in the New York Metropolitan Area. With a main office in Mt. Vernon, Verde excels in electrical contracting, particularly in the high voltage sector, and specializes in the design-build method of delivery. The company is committed to performance, integrity, and innovation in providing unique value to its clients and society at large.

Role Description

This is a full-time on-site Project Administrator role located in Mount Vernon, NY at Verde Electric Corporation. We are seeking a highly organized and motivated Project Administrator (PA) to provide administrative support for our heavy highway construction contracts. The PA will play a key role in ensuring smooth project operations by handling contract management, payroll coordination, and day-to-day project functions. 

Responsibilities

Manage contracts and subcontracts,

Verification of daily field crew payroll hours and consolidate into a master payroll form,

Manage all emergency maintenance service calls and log into client’s database system and confirm completion by field crews.

Manages and purchases equipment for the company’s technology systems,

Tracking and organizing daily reports from field crews.   

Qualifications

Working knowledge of Microsoft office suite products (Work, Excel, Outlook, etc.)

Must be highly organized and able to thrive in a fast-paced environment.

Strong interpersonal and communication skills

A self-starter with the ability to work within a team as well as independently.

2 Years of experience working in the construction industry required.

Pay:

Base Salary Amount – $75,000.00