Project Administrator (00516)

PMA Consultants Careers•Chicago, IL

27d

About The Position

The Project Administrator plays a key role in supporting the successful delivery of capital projects by providing structured coordination, documentation, and communication across all phases of the project lifecycle. This role maintains project governance processes, ensures accurate and compliant recordkeeping, and facilitates clear information flow among project stakeholders. The ideal candidate demonstrates strong organizational skills, attention to detail, and the ability to support multiple teams in a fast-paced project environment.

Requirements

Bachelorâs degree in engineering, construction management, finance, or a related field.
Minimum 2 years of progressively responsible experience in a related role.
Industry-related experience with construction project management terminology and familiarity with research methods and reporting techniques.
Knowledge of basic accounting principles and financial tracking.
Demonstrated ability to manage document control and office administration systems; proficiency with MS Office suite required.

Responsibilities

Maintain the project communication framework, including reporting structures, escalation paths, and meeting cadences.
Schedule, organize, and support key project meetings, including kickoffs, design reviews, OAC meetings, and stakeholder updates.
Prepare and distribute agendas, meeting minutes, and action item trackers with ownership and deadlines.
Maintain project organization charts and contact directories for internal and external stakeholders.
Track project decisions, approvals, milestones, commitments, and deliverables to ensure alignment across teams.
Support project leadership in preparing status reports, dashboards, and executive summaries for internal and Owner-level reporting.
Coordinate with cross-functional teams to ensure timely updates and communication of project changes.
Organize and maintain official project documentation, including contracts, correspondence, submittals, RFIs, change orders, and design documents.
Ensure proper version control, accessibility, and compliant storage of all project records.
Implement document tracking processes to support the timely review and approval of project materials.
Archive, index, and prepare final project records for turnover to the Owner.
Ensure compliance with project-specific documentation standards, internal protocols, and regulatory requirements.
Maintain logs for RFIs, submittals, change requests, and design revisions, ensuring all items are current.
Facilitate review workflows, monitor deadlines, and ensure timely responses from Owners, architects, and contractors.
Maintain a project risk register, track outstanding issues, and escalate items appropriately to project leadership.
Support the coordination of corrective actions and assist in documenting disputes or issue resolution as required.
Coordinate punch list tracking and verification of corrective action completion.