Project Administrator

Aston Carter • Kansas City, MO

3d • Onsite

About The Position

Our client is seeking a detail‑oriented Project Administrator to support project managers, field superintendents, and vendor partners across multiple construction projects. This role is central to maintaining accurate project documentation, coordinating submittals, managing billing and pay applications, and ensuring smooth communication across teams. The ideal candidate thrives in a fast‑paced environment, is highly organized, and enjoys supporting complex project workflows from start to finish.

Requirements

• Proficiency in project administration, job costing, purchase orders, change orders, time and billing, invoicing, and project coordination
• Basic accounting knowledge related to project financials
• Strong proficiency in Microsoft Office (Excel, Word, PowerPoint)
• Excellent organizational skills with the ability to prioritize and manage multiple projects
• Ability to work effectively under pressure and handle competing deadlines
• Strong verbal and written communication skills
• Detail‑oriented, proactive, and self‑motivated

Nice To Haves

• Experience in the construction industry
• Familiarity with systems such as Vista Viewpoint, Dropbox, Bluebeam, Aconex, Procore, or other construction information‑exchange platforms
• Resourceful, adaptable, and able to problem‑solve in a dynamic environment
• Professional demeanor and strong customer‑service mindset

Responsibilities

• Collaborate with Project Managers, Field Superintendents, and vendor partners to support multiple projects and schedules
• Review project scope for newly awarded work and participate in handoff meetings
• Respond to vendor inquiries with professionalism and strong communication
• Understand client requirements for revision control, close‑out documentation, change order processes, and progress reporting
• Prepare and track Sub‑Contracts, Purchase Orders, Change Orders, Monthly Applications, and Time & Material invoicing
• Coordinate and compile close‑out documents, including warranty letters and product information
• Resolve billing discrepancies in partnership with the Project Manager
• Participate in project management meetings as needed
• Manage submittal processes and documentation
• Support Field Superintendents with project‑specific needs such as scheduling or compliance requirements

Benefits

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed