Administrative

Title: Project Administrator, Special Projects

Reports to: Special Projects Team Leader

Classification: Non Exempt

Date Updated: October 2026

Summary The Project Administrator provides administrative and project accounting support to the Special Projects team. This role works with project managers, sales, field operations, accounting, and leadership to maintain accurate financial information, support construction billing, coordinate project documentation, and assist with project operations from setup through closeout.

Core Values

This position will be expected to operate in line with our client’s workplace values:

• Safety: Makes the prevention of injuries and vehicle incidents the number one priority.
• Integrity: Is truthful and honest in words and actions.
• Empathy: Understands and appreciates customers’ and teammates’ perspectives.
• Urgency: Gives immediate attention to important tasks without compromising safety.

Essential Functions Project Administration and Accounting

• Support project setup and maintain accurate project records.
• Enter and update project information, including change orders, job cost transfers, forecasts, and project updates.
• Track budgets, costs, commitments, billings, and financial information.
• Assist with project accounting, including budget tracking, cost reviews, and financial reconciliation.
• Prepare and process fixed price, time and material, and AIA billings.
• Review invoices, payment applications, and supporting documentation for accuracy.
• Coordinate project closeout, including final billing, financial reconciliation, and customer documentation.
• Track contracts, certificates of insurance, permits, and other required project documents.

Operational Support

• Coordinate work order setup, billing, and completion tracking.
• Process weekly payroll imports and maintain supporting documentation.
• Assist with PCARD reconciliation and documentation review.
• Coordinate mobile device requests, inventory, and issue resolution.
• Support permit applications, inspections, and regulatory documentation.

Workforce and Administrative Support

• Coordinate onboarding and new hire orientation.
• Maintain employee records, workforce logs, vacation calendars, and organizational data.
• Support employee evaluations, documentation routing, uniforms, badging, clearances, apprenticeship records, and training registrations.
• Schedule project, operational, and leadership meetings and coordinate meeting logistics.
• Support department events and employee recognition initiatives.
• Maintain electronic files and provide administrative support to project managers, field leaders, accounting, and department leadership.

Reporting and Data Management

• Prepare project accounting, WIP, operational, workforce, superintendent, and project tracking reports.
• Update and distribute forecasting, budget, and cost to complete reports.
• Monitor data accuracy across business systems and compile information for audits and management reviews.

Requirements

• High school diploma or equivalent.
• Three to five years of experience in construction project administration, project accounting, construction billing, job costing, or a related role.
• Experience with standard construction billing and AIA invoicing.
• Experience tracking project costs, budgets, billing, forecasts, WIP, and cost to complete information.
• Experience managing multiple stakeholders and competing priorities in a fast paced construction environment.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and Teams, as well as PDF software.
• Experience with construction or business systems such as Penta, Procore, Sage, Viewpoint, Jonas, or similar platforms preferred.
• Working knowledge of construction documentation, project accounting, job costing, payroll, timekeeping, and jobsite operations.
• Strong organizational, analytical, communication, and problem solving skills.
• Ability to work independently, manage confidential financial information, and adapt to changing priorities.