Seeking a proactive Project Administrator with strong organizational skills to support the project team. Responsibilities include managing documentation, scheduling, tracking, and facilitating communication among team members, contractors, and stakeholders for seamless project operations.
Qualities
- Detail-Oriented - The Project Administrator will handle contracts, invoices, schedules, and reports, so they need to be meticulous in managing and tracking details.
- Highly Organized - This role will require managing multiple project documents and tracking workflows. Look for someone who can demonstrate an ability to keep materials and tasks well-organized.
- Adaptable and Flexible - Civil construction projects can change frequently. A successful administrator can handle evolving priorities and adapt to new processes or schedules without hesitation.
- Clear Communicator - Effective written and verbal communication skills are essential. They should be comfortable providing updates, summarizing information, and communicating clearly with various team members.
- Team Player - The administrator will interact with the project manager, contractors, engineers, and other administrative staff, so look for someone who enjoys collaboration and helping others reach a common goal.
Skills
- Basic Administrative and Office Skills - Proficiency with Microsoft Office Suite (especially Excel and Word) is important. Familiarity with filing systems, scheduling, and handling data entry is beneficial.
- Documentation Management - Look for experience in maintaining organized records and filing systems. Any experience in managing project documentation, contracts, or financial paperwork (even in a non-construction setting) is a strong asset.
- Time Management and Prioritization - This role will require balancing several tasks simultaneously. Candidates should demonstrate the ability to prioritize tasks effectively and handle deadlines without compromising accuracy.
- Technology Proficiency - Experience with project management software (e.g., Procore, PlanGrid, or even basic scheduling tools) is beneficial but not essential, as these can be taught. A strong candidate should be comfortable with technology and eager to learn new tools.
- Financial Awareness - A general understanding of project budgets, invoices, and cost-tracking is helpful. This could come from any prior experience managing costs, receipts, or financial data.
Key Responsibilities
- Document Control
- Maintain accurate records, including contracts, change orders, permits, and regulatory documentation.
- Organize and manage filing systems (both physical and digital) for quick access to essential documents.Assist in maintaining project
- Support for Scheduling and Planning - Assist in maintaining project schedules and updating task lists. This may include
supporting the Project Manager with calendar management, meeting coordination, and distribution of schedules to relevant parties. - Communication and Coordination
- Serve as a point of contact for team members, subcontractors, and vendors regarding administrative matters.
- Relay project updates and information between team members to keep everyone aligned on progress and changes.
- Meeting Support
- Attend project meetings, take detailed notes, and document action items.
- Distribute meeting notes and follow up on action items as needed.
- Regulatory and Compliance Assistance
- Help ensure all project activities adhere to regulatory requirements by tracking permits, licenses, and safety documentation.
- Maintain compliance records and assist with safety documentation and reporting.
Ideal Candidate Profile
Education and Background- High school diploma or associate degree. A bachelor's degree in business administration or a related field is a plus but not required.
- Entry-level candidates with internship or part-time experience in administrative roles are ideal.
Soft Skills
- Problem-Solving: Someone who is resourceful and can think on their feet when small challenges arise.
- Learning Mindset: Eager to learn and grow, with an interest in the construction industry.
- Professionalism: A candidate who understands the importance of professionalism in interacting with various stakeholders, including team members and contractors.
- Comfortable working in both office and field settings. Construction projects may sometimes require site visits, so flexibility is important.
- Ability to handle a fast-paced environment with multiple moving parts.
What Success Looks Like for a Project Administrator
- Efficient Documentation Management: Keeps all project documentation organized, accessible, and up-to-date, contributing to smoother project workflows.
- Clear Communication: Ensures that project updates, changes, and action items are effectively communicated and followed up on.
- Reliable Support: Proactively assists the project team by handling administrative tasks with minimal supervision, enabling the project manager to focus on high-level project goals.
- Timely Task Completion: Consistently meets deadlines for assigned tasks, whether scheduling, data entry, or documentation, contributing to overall project timelines.
