Project Admininstrator

Position Summary

The Project Administrator supports project teams across multiple active multifamily construction projects, providing coordination and follow-through on insurance compliance, monthly billing, project reporting, document control, and general administrative functions. This role reports to the Project Manager and works closely with Project Executives, subcontractors, accounting, and ownership to keep each project's paperwork, compliance, and reporting on schedule. The Project Administrator floats across the active project portfolio rather than being dedicated to a single job, so strong prioritization and organizational skills are essential.

Key Responsibilities

Insurance & Risk Coordination

• Collect, review, and track certificates of insurance (COIs) from subcontractors and vendors for compliance with contract and additional-insured requirements

• Maintain an insurance compliance tracker across all active projects; follow up proactively on expiring or deficient certificates

• Coordinate with subcontractors, brokers, and internal risk/accounting staff to resolve insurance deficiencies before work begins on site

• Support documentation for builder's risk, general liability, and other project-specific insurance requirements from owners and lenders

Monthly Billing & Pay Applications

• Prepare and process monthly owner pay applications (AIA G702/G703 or equivalent) in coordination with the Project Manager

• Collect and audit subcontractor pay applications, lien waivers, and supporting billing documentation

• Maintain accurate schedules of values and monitor retainage across projects

• Coordinate with accounting to ensure timely invoicing, owner collections, and subcontractor payments

Reporting

• Assist the Project Manager in preparing monthly owner/lender reports, project status updates, and meeting minutes

• Track budgets, change orders, and schedules of values within Autodesk Build

• Compile and distribute recurring reports to internal stakeholders and ownership

Document Control & Filing

• Maintain organized project files, physical and digital — contracts, submittals, RFIs, change orders, and closeout documents

• Manage document control within Autodesk Build and Bluebeam, keeping filing and naming conventions consistent with company standards

• Support project closeout documentation, including warranties, O&M manuals, as-builts, and final lien releases

General Administrative Support

• Support subcontractor onboarding — contracts, insurance, W-9s, and compliance documentation

• Coordinate meeting scheduling, agendas, and minutes for project team and owner meetings

• Assist with procurement support, purchase orders, and vendor coordination

• Provide general administrative support to the Project Manager and project team across multiple concurrent projects

Qualifications

• 2–5 years of experience as a project administrator, contract administrator, or similar administrative role in commercial or multifamily construction

• Working knowledge of insurance compliance (COIs, additional insured requirements) strongly preferred

• Familiarity with AIA billing / pay application processes preferred

• Proficiency in Autodesk Build, Bluebeam, Microsoft Excel, and Microsoft Project required

• Strong organizational skills and high attention to detail; able to manage multiple projects and deadlines simultaneously

• Clear, professional written and verbal communication skills

• Associate's or Bachelor's degree in construction management, business administration, or a related field preferred, or equivalent experience