Project Administrator

POSITION OVERVIEW:

The Project Administrator at Greython plays a key support role in ensuring the smooth operation of construction projects by managing documentation, communication, and administrative tasks. They work closely with project managers, engineers, and field teams to maintain organized records and facilitate timely reporting. This position is essential at Greython as the Project Administrator keeps projects on track by the ability to coordinate schedules, track deliverables, and assist with compliance requirements.

In this position, the Project Administrator prepares and distributes meeting minutes, helps manage RFI’s and submittals, and maintains project logs and databases. The Project Administrator also assists with procurement tracking, invoice processing, and contract documentation. They serve as a central point for contact for internal teams and external stakeholders, helping to streamline communication and resolve administrative issues efficiently.

Reporting to the Project Manager or Construction Manager, the Project Administrator must be detail-oriented, organized, and proficient in construction management software. They play a pivotal role in supporting project execution by ensuring all documentation is accurate, accessible, and up to date. Strong communication skills, multitasking ability, and proactive approaches to key construction project tasks are key to being successful in this role.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES:

• Maintain and organize project documentation, including contracts, RFI’s, submittals, and meeting minutes

• Coordinate communication between project teams, subcontractors, vendors, and clients

• Track and update project schedules, deadlines, and deliverables using construction management software

• Assist with procurement processes, including purchase orders, materials tracking, and vendor correspondence

• Prepare and distribute reports, logs, and updates for internal and external stakeholders

• Support invoice processing and budget tracking, ensuring timely approvals and accurate records

• Manage document control systems, ensuring version accuracy and accessibility for all team members

• Schedule and coordinate meetings, site visits, and inspections for project personnel

• Monitor compliance with safety and regulatory documentation requirements

• Assist with project closeout activities, including compiling turnover packages and final documentation

• Provide administrative support to project managers and field staff, helping streamline operations and resolve issues

EDUCATION AND EXPERIENCE REQUIREMENTS:

• Associate’s or Bachelor’s degree in Construction Management, Business Administration, or a related field

• Coursework or certifications in project coordination, construction documentation, or office administration

• Certifications or course completion in construction software such as Procore, Bluebeam, Microsoft, SAGE

• 3-5 years of administrative experience in the construction industry or related field

• Proven experience managing project documentation, RFI’s, submittals, and schedules

KNOWLEDGE | SKILLS | ABILITIES REQUIRED:

• Proficiency in office software and hardware

• Strong written and verbal communication skills for professional interactions and documentation

• Excellent organizational and time management abilities to handle multiple tasks and deadlines

• Attention to detail for reviewing documents, data entry, and maintain accurate records

• Interpersonal skills to build positive relationships with team members, clients, and vendors

• Telephone and email etiquette for managing calls, inquiries, and correspondence professionally

• Ability to handle confidential information with discretion and integrity

• Problem-solving skills to manage routing issues independently and suggest solutions

• Ability to prioritize tasks effectively in a fast-paced or changing work environment

• Familiarity with administrative procedures such as filing, scheduling, and record-keeping

• Adaptability and willingness to learn new systems, technologies, or responsibilities as needed

PHYSICAL REQUIREMENTS:

• General ability to bend/kneel/lift/climb at jobsites and offices

• General ability to lift/push/pull up to 50 pounds

• Materials may be needed to be placed to and from location to another

• Must have the ability to arrive at jobsites, offices, materials locations as necessary

• Ability to be on-call as necessary when project required

• Potential for weekend availability when necessary

• Travel may be required

• Ability to sit in front of a computer screen, type, for long periods of time

IT REQUIREMENTS:

• General knowledge and understanding of Microsoft Office technology

• Accounting software; SAGE, SAP, or other Enterprise Resources Planning (ERP) system

• Procore knowledge a plus

• Drop Box or similar shared drive knowledge

• General ability to utilize cellular phone/laptop/iPad or tablet, for work