Project Administrator

Discovery Land Company•Hobe Sound, FL

19d•Onsite

About The Position

Atlantic Fields, a Discovery Land Company location outside Hobe Sound, Florida, is seeking a Project Administrator for its Development/Construction Department. The role provides administrative and operational support to an assigned Project Manager/Buyer Liaison, manages day-to-day project paperwork in Procore—including budgets, RFIs, contracts, purchase orders, and invoices—and helps keep the construction office running smoothly. The position requires a flexible schedule that may include evenings, weekends, holidays, and shifts longer than eight hours when business demands require. The successful candidate will work in a team environment and communicate professionally with members, guests, team members, vendors, subcontractors, and project partners.

Requirements

Minimum 5 years of related work experience with a general contractor or homebuilder.
Working knowledge of Procore, including the ability to build and manage project budgets and process RFIs.
Ability to read and interpret construction plans and specifications.
Competency with Microsoft Office Suite, including Excel, Word, Project, and Visio.
Strong organizational skills and attention to detail, with a high level of accuracy.
Ability to communicate effectively and professionally in written and verbal form at multiple levels.
Self-motivated multitasker, critical thinker, and strong decision-maker.
Ability to thrive in a fast-paced environment with rapidly shifting priorities, demands, and timelines.
Positive attitude, professional demeanor, and exceptional communication and interpersonal skills to deliver service to members, guests, and team members.
Ability to work a flexible schedule, including evenings, weekends, and holidays, and shifts longer than eight hours when business demands require.
Ability to work in a team environment and stay calm and focused during the busiest times.
Ability to read, write, speak, and understand English.

Nice To Haves

Bachelor’s degree in Construction Management preferred; documented construction experience will be considered in place of a degree.
Additional languages preferred.

Responsibilities

Create and maintain project budgets in Procore, keeping information current as contracts, purchase orders, and invoices are processed.
Process and track RFIs from submission through response, using construction plans and specifications to prepare accurate RFIs and route them to the design team and contractors.
Prepare and draft subcontractor contracts for Project Manager review.
Write purchase orders for Project Manager approval.
Prepare invoices for Project Manager approval by stamping, coding, obtaining signatures, and processing and tracking them through accounting.
Communicate with vendors and subcontractors about procurement matters and research materials at the Project Manager’s request.
Keep the Project Manager informed by reviewing and analyzing reports and communications, summarizing information, and identifying trends.
Maintain organized project files in Procore and hard copy, including scanning, printing, filing, and processing incoming and outgoing mail.
Perform other duties as assigned by management.