· 2–5 years of experience in project administration, controls, or accounting.

· Exceptional attention to detail — accuracy is non-negotiable in this role.

· Strong organizational skills and ability to manage multiple priorities.

· Proficiency in Microsoft Office Suite (Excel, Word, Outlook); Procore or MS Project a plus.

· Experience with financial tracking, forecasting, or project reporting preferred.

· Excellent written and verbal communication skills.

· Bachelor’s degree in Business, Accounting, Legal, Construction Management preferred.

 

Day to Day:

The Project Administrator is responsible for supporting the project team by ensuring that project documentation, schedules, and financial tasks are accurate, current, and completed in a timely manner. This role plays a critical part in project controls — assisting with schedules, budgets, forecasting, invoicing, and reporting — to keep large-scale industrial projects on track. The Project Administrator ensures that the project team has accurate data and well-organized documentation to make informed decisions, while coordinating financial and communication matters between operations, procurement, and accounting.

Planning & Scheduling:

Assist PMs in preparation and updates of detailed project schedules.

Issue regular schedule updates to project participants.

Cost Control

· Support development and maintenance of project budgets.

· Document expenditures, committed costs, and cost-to-date.

· Track forecast-to-complete, budget changes, and contingency use.

· Issue regular budget reports to project participants.

Progress Monitoring

· Assist in preparation of earned value and schedule progress reporting.

· Compare actual vs. budgeted progress and highlight variances.

Change Management

· Support preparation and management of client and supplier change orders.

· Update budgets to reflect awarded and denied changes.

· Maintain and update Action Item Register.

· Ensure approvals and documentation are in place for all changes.

Document Control

· Maintain accurate project documentation, including contracts, drawings, submittals, and change orders.

· Distribute and track drawings, vendor submittals, and manuals.

· Take minutes in project meetings, issue promptly, and update action registers.

Reporting & Communication

· Assist in preparing project status reports, including budget, schedule, earned value, and risks.

· Coordinate project meetings on behalf of PMs.

· Manage RFIs from vendors, suppliers, and subcontractors.

Invoicing & Financial Administration

· Assist in preparing invoice submittals and justifications to clients.

· Track vendor and subcontractor invoices and payment applications.

· Coordinate with finance/accounting to ensure accurate monthly reporting