Project Administrator

Aston Carter•Lunenburg, MA

10d•Onsite

About The Position

Our client is seeking a highly organized and detail-oriented Project Administrator to support the Contracts Manager in managing the administrative, contractual, and financial processes associated with construction projects. This role is responsible for supporting bid activities, contract documentation, compliance tracking, and financial reporting while maintaining accurate project records across multiple systems. The ideal candidate is comfortable working in a fast-paced construction environment, can manage multiple priorities simultaneously, and brings strong attention to detail along with basic accounting knowledge.

Requirements

Strong attention to detail with excellent organizational and multitasking abilities.
Basic accounting and financial knowledge.
Experience supporting construction or project-based environments preferred.
Proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint), with strong Excel skills.
Ability to work across multiple systems and software platforms.
Strong analytical and problem-solving skills.
Excellent written and verbal communication skills.
Professional demeanor with the ability to work effectively with internal teams, subcontractors, and external stakeholders.
Self-motivated with the ability to work independently and with minimal supervision.
Strong time-management and prioritization skills.
Ability to perform in a fast-paced, deadline-driven, and team-oriented environment.

Responsibilities

Support the full bid lifecycle, including researching upcoming bids, pulling bid documents, tracking addendums, and preparing bid packages.
Coordinate with estimators to print, compile, review, and submit bids.
Request bid bonds and coordinate delivery of bids.
Email bid results to internal stakeholders.
Set up and maintain project folders on shared drives.
Maintain accurate bid tracking logs and system entries.
Draft, review, and administer contracts, subcontracts, purchase orders, and change orders.
Maintain construction contract documents from pre-construction through closeout in accordance with record-retention requirements.
Ensure compliance with contractual terms and conditions.
Prepare, submit, and track certified payroll documentation via email, mail, and state EBO systems.
Prepare, request, and maintain documents required for state EEO/EBO reporting.
Request COIs, performance bonds, and payment bonds as required.
Review and process project and standalone invoices, including quantity verification and receipting.
Track daily tons sheets, material batch reports, and job progress reports for accuracy.
Support month-end processes, including: Progressing tons not yet billed, Escalation and diesel adjustments, Bond and cost movements, Month-end tax support.
Assist with weekly and monthly project and financial reporting.
Maintain spreadsheets and logs for crew tonnages, jobs, police details, and related operational metrics.
Set up projects by exporting data from estimating systems and importing into accounting/project management platforms.
Maintain and update data across multiple internal systems.
Scan and route incoming mail to appropriate team members.
Print and distribute reports upon request.
Support Project Managers, Superintendents, Estimators, and resident engineers with documentation and reporting needs.
Perform additional administrative and project-related duties as assigned.