Project Manager Administrator

Position Summary

The Project Manager Administrator (PMA) provides critical administrative and logistical support to Project Managers throughout all phases of construction projects. This role ensures smooth coordination between accounting, vendors, subcontractors, and field teams, while maintaining accurate documentation and facilitating communication. The PMA plays a key role in project setup, materials tracking, change order management, and closeout activities.

Key Responsibilities

1) Project Administration & Coordination

• Assist Project Managers with pre-construction tasks and project setup.

• Request job numbers from accounting and maintain project files (electronic & physical).
• Prepare meeting minutes for weekly and kick-off meetings.
• Communicate with clients, vendors, and subcontractors to support project needs.
• Provide support to upper management and perform project-related tasks as assigned.
• Print plans, slip sheet plans, and CCD plan releases for PMs and field teams.

2) Materials, Logistics & Scheduling

• Track and schedule job start-up and in-progress material needs.

• Order materials during construction and notify field teams via Teams.
• Manage project logistics as directed by Project Managers.
• Input initial schedules into Wrike per direction of Field Leadership and PM.
• Update and follow up on Wrike tasks (CCD’s, etc.).
• Ensure field teams complete daily reports and Holobuilder photo uploads.

2) Financial & Change Order Management

• Reconcile accounting software with client cost tracking for change orders and reimbursements.

• Post reconciled data to Teams for visibility.
• Gather subcontractor documents (labor rate workbooks, change orders, etc.).
• Set up CR folders and follow up to procure required backup documentation.
• Create and compile Change Order Request Workbooks for PM review.
• Follow up with subcontractors to submit change order logs.
• Submit change orders as directed by Project Managers.
• Perform data entry in client platforms and accounting software.
• Provide billing reminders to subcontractors and follow up.
• Support PM/Accounting in following up on releases.
• Collect all closeout documents from subcontractors and teams for projects in substantial completion.

Qualifications

Experience

• Proficiency in Bluebeam, Adobe, and Microsoft Office Suite required.
• Familiarity with demolition, framing, finish carpentry, and specialty installations.
• Experience working on active job sites with multiple trades and tight schedules.

Technical Knowledge

• Strong organizational skills with attention to detail
• Excellent communication and interpersonal abilities.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.

Preferred

• Experience in construction project administration.