What are the responsibilities and job description for the Project Administrator position at Ajax Building Company?
Summary
JOB DESCRIPTION
Ajax Building Company, part of the STO Building Group, is currently seeking an organized and detail-oriented Project Administrator. The Project Administrator provides administrative and documentation support to project teams, helping ensure contracts, insurance requirements, project correspondence, financial documentation, and records are processed accurately and efficiently.
This role works closely with project management, field teams, subcontractors, vendors, and internal departments to support day-to-day project operations. The ideal candidate is proactive, highly organized, and comfortable managing multiple priorities in a fast-paced construction environment.
essential Functions
Prepare, distribute, and track subcontracts, purchase orders, and change orders
Review subcontractor certificates of insurance and coordinate follow-up on missing or noncompliant documentation
Review and track subcontractor security documentation, including bonds and letters of credit
Prepare and distribute bid packages and addenda for construction management projects
Prepare, process, and distribute owner pay applications and owner change orders
Draft and distribute project correspondence and other administrative documentation
Create, update, and distribute project directories and contact lists
Maintain accurate electronic and hard-copy project records in accordance with company filing and document-control procedures
Coordinate project closeout, archival, and record-retention documentation as needed
Follow up with subcontractors and vendors regarding outstanding contracts, purchase orders, insurance certificates, bonds, and other required documentation
Support project teams with document routing, tracking, reporting, and general administrative needs
Coordinate the preparation and distribution of project materials to regional and jobsite offices
Perform notary services for pay applications, bids, and other project documents, as applicable
Communicate professionally with project teams, clients, subcontractors, vendors, and internal departments
Qualifications
Assist with additional administrative and project-related responsibilities as needed
High school diploma or equivalent required; additional administrative or business coursework preferred
Prior administrative experience required; experience within the commercial construction industry strongly preferred
Proficiency in Microsoft Word, Excel, Outlook, and general office technology
Strong organizational skills with exceptional attention to detail and accuracy
Ability to manage multiple assignments, deadlines, and competing priorities simultaneously
Strong written and verbal communication skills
Ability to maintain organized and complete project records
Professional and effective communication skills when working with individuals at all levels of an organization
Ability to handle confidential and sensitive information with discretion
Proactive, dependable, and comfortable working both independently and as part of a project team
Current notary commission preferred, or willingness to obtain one if required
About Ajax
Founded in 1958, Ajax Building Company is a leading commercial contractor delivering complex, high-impact projects across the Southeast. Our work spans healthcare, K–12, higher education, justice, municipal, mission critical, and other institutional markets—giving our teams the opportunity to build projects that truly impact the communities they serve.
At Ajax, you’ll find a collaborative, team-oriented culture where your contributions are valued, backed by the strength and stability of STO Building Group’s $15B global platform. As we continue to grow, our employees take on meaningful responsibility, gain exposure to diverse and challenging work, and have clear paths for career advancement.
Benefits
The Company offers the following benefits for this position, subject to applicable eligibility requirements: Medical Insurance, Dental Insurance, Vision Insurance, Health Savings Account, Healthcare Flexible Spending Account, Dependent Care Flexible Spending Account, 401(k) retirement plan with employer match, Life & AD&D Insurance, Long-term Disability Insurance, Short-term Disability insurance, Critical Illness Insurance, Accident Insurance, Hospital Indemnity Insurance, Home & Auto Insurance, Family Support, Pre-tax Paid Parking/Public Transportation, Paid time off, Time Away Benefits, Paid Holidays, Group Legal, Employee Stock Purchase Plan, Identity Theft Protection, Pet Insurance, Employee Assistance Program
Eeo Statement
The STO Building Group family of companies—Structure Tone, Structure Tone Southwest, Pavarini Construction Co., Pavarini McGovern, LF Driscoll, Govan Brown, Ajax Building Company, BCCI Construction, Layton Construction, Abbott Construction, and RC Andersen—includes over 4,000 employees located in offices throughout the US, Canada, UK, and Ireland. We provide a complete range of construction services, from site selection analysis, design constructability review and aesthetic enhancements to interior fit-outs, new building construction, and building infrastructure upgrades and modernization. Learn more about how we partner with our clients to imagine, execute, and realize their vision at stobuildinggroup.com.
We are an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.
JOB DESCRIPTION
Ajax Building Company, part of the STO Building Group, is currently seeking an organized and detail-oriented Project Administrator. The Project Administrator provides administrative and documentation support to project teams, helping ensure contracts, insurance requirements, project correspondence, financial documentation, and records are processed accurately and efficiently.
This role works closely with project management, field teams, subcontractors, vendors, and internal departments to support day-to-day project operations. The ideal candidate is proactive, highly organized, and comfortable managing multiple priorities in a fast-paced construction environment.
essential Functions
Prepare, distribute, and track subcontracts, purchase orders, and change orders
Review subcontractor certificates of insurance and coordinate follow-up on missing or noncompliant documentation
Review and track subcontractor security documentation, including bonds and letters of credit
Prepare and distribute bid packages and addenda for construction management projects
Prepare, process, and distribute owner pay applications and owner change orders
Draft and distribute project correspondence and other administrative documentation
Create, update, and distribute project directories and contact lists
Maintain accurate electronic and hard-copy project records in accordance with company filing and document-control procedures
Coordinate project closeout, archival, and record-retention documentation as needed
Follow up with subcontractors and vendors regarding outstanding contracts, purchase orders, insurance certificates, bonds, and other required documentation
Support project teams with document routing, tracking, reporting, and general administrative needs
Coordinate the preparation and distribution of project materials to regional and jobsite offices
Perform notary services for pay applications, bids, and other project documents, as applicable
Communicate professionally with project teams, clients, subcontractors, vendors, and internal departments
Qualifications
Assist with additional administrative and project-related responsibilities as needed
High school diploma or equivalent required; additional administrative or business coursework preferred
Prior administrative experience required; experience within the commercial construction industry strongly preferred
Proficiency in Microsoft Word, Excel, Outlook, and general office technology
Strong organizational skills with exceptional attention to detail and accuracy
Ability to manage multiple assignments, deadlines, and competing priorities simultaneously
Strong written and verbal communication skills
Ability to maintain organized and complete project records
Professional and effective communication skills when working with individuals at all levels of an organization
Ability to handle confidential and sensitive information with discretion
Proactive, dependable, and comfortable working both independently and as part of a project team
Current notary commission preferred, or willingness to obtain one if required
About Ajax
Founded in 1958, Ajax Building Company is a leading commercial contractor delivering complex, high-impact projects across the Southeast. Our work spans healthcare, K–12, higher education, justice, municipal, mission critical, and other institutional markets—giving our teams the opportunity to build projects that truly impact the communities they serve.
At Ajax, you’ll find a collaborative, team-oriented culture where your contributions are valued, backed by the strength and stability of STO Building Group’s $15B global platform. As we continue to grow, our employees take on meaningful responsibility, gain exposure to diverse and challenging work, and have clear paths for career advancement.
Benefits
The Company offers the following benefits for this position, subject to applicable eligibility requirements: Medical Insurance, Dental Insurance, Vision Insurance, Health Savings Account, Healthcare Flexible Spending Account, Dependent Care Flexible Spending Account, 401(k) retirement plan with employer match, Life & AD&D Insurance, Long-term Disability Insurance, Short-term Disability insurance, Critical Illness Insurance, Accident Insurance, Hospital Indemnity Insurance, Home & Auto Insurance, Family Support, Pre-tax Paid Parking/Public Transportation, Paid time off, Time Away Benefits, Paid Holidays, Group Legal, Employee Stock Purchase Plan, Identity Theft Protection, Pet Insurance, Employee Assistance Program
Eeo Statement
The STO Building Group family of companies—Structure Tone, Structure Tone Southwest, Pavarini Construction Co., Pavarini McGovern, LF Driscoll, Govan Brown, Ajax Building Company, BCCI Construction, Layton Construction, Abbott Construction, and RC Andersen—includes over 4,000 employees located in offices throughout the US, Canada, UK, and Ireland. We provide a complete range of construction services, from site selection analysis, design constructability review and aesthetic enhancements to interior fit-outs, new building construction, and building infrastructure upgrades and modernization. Learn more about how we partner with our clients to imagine, execute, and realize their vision at stobuildinggroup.com.
We are an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.