Job Description:

 The Project Administrator will oversee and direct project
administration activities from construction kick-off to completion, ensuring
seamless communication and coordination between Client, the General
Contractor, and the Engineer of Record.

This role is critical to ensuring seamless document control, file management,
and project coordination. The ideal candidate will have a strong background in
construction or subcontract management, extensive experience with Microsoft
Office applications, and exceptional organizational and communication skills.

How you will do it

1. Document Control and File Management (Highest Priority)

• Maintain the project document control system using Microsoft Teams
and SharePoint.
• Organize and manage electronic (and physical, if necessary) files to
ensure proper filing, accessibility, and storage of project documents.
• Perform regular quality checks to verify documentation is current and
accurately filed.
• Coordinate with team members to ensure consistent and effective
document placement and access.

2. Project Coordination and Management

• Receive, review, and process RFIs, submittals, quotes, change
orders, and project-specific plans and more. Route documents to
appropriate project team members as needed.
• Track and log submissions from the General Contractor, ensuring
timely responses by maintaining detailed logs.
• Upload final documents to SharePoint and manage tracking tools for
project deliverables.
• Support equipment delivery logging by reconciling Bills of Lading with
approved quotes and identifying delivery discrepancies.
• Provide cross-functional coordination with General Contractors,
Engineers of Record, Construction Managers, and other team
members.

3. Proficiency with Microsoft Office Tools

• Demonstrate advanced knowledge of Microsoft Excel, Microsoft
Planner, Microsoft Word, OneNote, and Outlook to manage project
tasks and documentation.
• Leverage Microsoft SharePoint for file management and ensure team
members can navigate and utilize its tools effectively.

4. Meetings and Action Items

• Organize, schedule, and coordinate project meetings, ensuring all
necessary stakeholders are invited.
• Record detailed meeting minutes and track action items in Microsoft
Planner.
• Ensure action items are assigned and updated appropriately and
distribute meeting updates to stakeholders.
• Maintain a Meeting Register, logging contractor and vendor meeting
minutes in SharePoint.