Project Administrator

HorizonWest Landscape Services Inc

35d•Remote

About The Position

Horizon West Landscape is seeking a Project Administrator to manage the essential paperwork and administrative timelines for construction projects. This role will allow project managers and field leaders to concentrate on project execution. The Project Administrator will be responsible for setting up new jobs, managing submittals and project documents, and maintaining complete records from contract initiation to project closeout. This position reports to the Director of Construction Operations and involves close collaboration with the billing and compliance teams.

Requirements

2 or more years of construction project administration or office coordination.
Strong organization and attention to detail with many deadlines at once.
Proficiency with Microsoft Office and online portals.
Clear, professional written communication.

Nice To Haves

Experience with Aspire, Procore, or Textura.
Familiarity with landscape or irrigation submittals.
Bilingual in English and Spanish.

Responsibilities

Set up new jobs in the project management system and filing structure after contract award.
Prepare and track submittals, product data, and plant lists through general contractor approval.
Log RFIs, change orders, and project correspondence.
Collect daily reports, field photos, and time records from crews.
Provide monthly progress information to the billing coordinator for pay applications.
Share job start details with the compliance team for insurance certificates, notices, and permits.
Assemble closeout packages, including as-builts, warranties, and final lien waivers.
Keep general contractor project portals up to date.