Project Administrator

Lincoln Property Company•Beverly, MA

8h•$70,000 - $75,000

About The Position

The Project Administrator supports the Project Management team by ensuring all administrative tasks required for client construction projects are completed efficiently from project inception through close-out. This role works closely with Project Managers and the Office Manager to maintain project documentation, coordinate vendor and procurement processes, and track budgets and invoices. This is an excellent opportunity for someone interested in building a long-term career in construction, property management, or design with room for professional growth.

Requirements

High school diploma required; college degree preferred or equivalent relevant experience
Minimum of 2 years of project management or construction support experience
Proficiency with Microsoft Office 365, especially Excel and Outlook
Experience with construction accounting and understanding of A/P, A/R, and budget cycles
Strong written and verbal communication skills with a professional demeanor
Highly organized with strong attention to detail
Ability to manage multiple projects simultaneously
Self-starter who can work independently with minimal direction
Adaptable and able to maintain composure in fast-paced or changing environments
Valid driver’s license and reliable transportation

Responsibilities

Establish file structures and documentation for new projects, including entry of project details into budget tracking forms
Coordinate with client procurement teams to set up vendor accounts and confirm eligibility requirements
Gather and submit required vendor documentation such as W9 forms and banking letters
Submit vendor proposals for purchase order requests in accordance with client requirements and verify budget alignment
Process change order submissions while ensuring amounts align with existing purchase orders and budgets
Guide vendors through client invoicing procedures, including third-party billing platforms
Record approved invoices into budget workbooks to maintain accurate and current balances
Review budget entries for accuracy and consistency across all project documents
Monitor vendor purchase order balances and obtain lien waivers as work is completed
Maintain organized documentation for tenant improvement requests and project close-out
Prepare project close-out checklists and reconcile final budgets with Project Managers
Collect as-builts, manuals, warranties, and final lien waivers for submission to client finance teams
Provide daily administrative support to Project Managers and vendors
Assist with additional office administrative tasks as needed