Project Management Administrator

Clancy & Theys Construction Co • Newport News, VA

65d

About The Position

At Clancy & Theys, we build more than structures — we build trust, teamwork, and lasting relationships, guided by our core values of Safety, Stewardship, Passion, and Collaboration. We are currently seeking a Project Management Assistant (PMA) to join our Newport News, Virginia office. This in-person position plays a vital role in supporting our project management team and ensuring the smooth operation of day-to-day project administration. Under the supervision of the Senior Project Management Assistant (Team Lead), this position provides in-person administrative support for the Project Management Team. The Project Management Assistant (PMA) handles a variety of complex administrative and project-related tasks, such as generating reports, preparing and monitoring invoices and expense reports, and supporting budget management when needed. This role interacts daily with both internal team members and external partners, vendors, and clients — requiring professionalism, organization, and strong communication skills. Please note that hybrid or remote work is not available for this position.

Requirements

• Extensive knowledge of the construction industry and strong command of the English language.
• Minimum of 5+ years of related experience in administrative, project coordination, or office management roles, preferably within a construction environment.
• Proficiency in a variety of computer software applications, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), and experience with project management or contract software.
• Strong organizational and administrative skills, with the ability to prioritize multiple tasks and meet deadlines.
• Exceptional attention to detail, proofreading, and document accuracy.
• High level of interpersonal skills, tact, and diplomacy in handling confidential and sensitive matters.
• Ability to exercise sound judgment and initiative in resolving administrative challenges.
• Consistent professionalism, reliability, and a proactive team-oriented approach.

Responsibilities

• Prepare correspondence for Project Managers, including weekly project meeting minutes, and distribute to appropriate parties.
• Enter project details into the project and contract management system.
• Generate construction contracts, material purchase orders, proposed change orders (PCOs), and final change orders; submit for Project Manager approval.
• Prepare and distribute various project documents (test reports, RFIs, C-notes, etc.).
• Prepare and manage AIA (American Institute of Architects) contract forms.
• Track and organize project contracts and change orders throughout the project lifecycle.
• Coordinate with the Assistant Project Manager to ensure drawings, plans, and project documents remain current and accurate.
• Prepare and compile correspondence and documentation for Project Operations & Management Manuals and closeout deliverables.
• Handle sensitive and confidential project information with discretion and professionalism.

Benefits

• Competitive compensation and benefits package
• Comprehensive health, dental, and vision insurance
• Paid time off and holidays
• Professional development and advancement opportunities
• A workplace culture defined by Safety, Stewardship, Passion, and Collaboration

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 251-500 employees