Project Administrator - Job Description
The Project Administrator plays a critical support role within the project management team, helping ensure that construction and development projects run efficiently and stay on schedule. This role is ideal for someone who thrives in a fast-paced, detail-oriented environment and can manage multiple priorities with strong organizational and communication skills.
Key Responsibilities:
Submittals & Documentation Management
- Create and maintain submittal logs
- Compile submittal packages based on marked-up materials provided by the Project Manager
- Submit finalized submittal packages after internal review
- Track the status of submittals (approved, rejected, pending) and follow up on outstanding items with the general contractor or client team
- Maintain organized records of all project documentation
Budget & Invoice Tracking
- Enter purchase orders and invoices after Project Manager approval
- Ensure all data entries are aligned with financial tracking systems
- Monitor project budget compliance, identify discrepancies, and support reconciliation processes
Equipment Tracking & Coordination
- Monitor equipment rentals (e.g., lifts), ensuring timely renewals or returns
- Coordinate delivery, pickup, and on-site scheduling with field staff and vendors
- Maintain a log of active equipment and report status updates to the Project Manager
Timekeeping & Labor Tracking
- Collect and compile weekly timecards from field staff
- Record hours worked and track labor usage against project budgets
- Communicate weekly labor reports to the Project Manager and relevant stakeholders
- Update labor tracking sheets to reflect change orders or budget adjustments
Warranties, Closeout & Operations Manuals (O&M)
- Assist with gathering and organizing warranty and O&M documentation
- Ensure all required information is complete, reviewed by the Project Manager, and signed as needed
- Submit finalized closeout documents to the appropriate parties and maintain internal records
Additional Responsibilities:
- Support the Project Manager with scheduling, meeting coordination, and general administrative tasks
- Assist with document control and ensuring compliance with project-specific requirements
- Maintain consistent communication with internal teams and external partners to ensure smooth workflow
- Help track project milestones, deliverables, and deadlines
- Prepare and distribute meeting minutes or status reports as needed
- Support onboarding of new project team members by providing documentation and logistical guidance
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county , to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.