Project Administrator - Excavating Contractor

Job Summary

The Project Administrator supports project managers and field operations by coordinating project documentation, schedules, contracts, permits, billing, and communication with clients, subcontractors, suppliers, and internal teams. This role helps ensure excavation and site development projects run efficiently from project award through completion.

Key Responsibilities

• Provide administrative support to project managers and estimators.
• Prepare and maintain project files, contracts, subcontracts, and correspondence.
• Track project schedules, deadlines, and deliverables.
• Process purchase orders, change orders, and subcontract agreements.
• Coordinate permit applications and utility locates as required.
• Maintain records of RFIs, submittals, and project documentation.
• Monitor project budgets, job costs, and assist with cost tracking.
• Review invoices, timesheets, and equipment usage for accuracy.
• Assist with monthly billing, progress invoices, and lien waivers.
• Schedule meetings and prepare meeting agendas and minutes.
• Coordinate communication between office staff, field crews, subcontractors, engineers, and clients.
• Maintain safety and compliance documentation.
• Support closeout activities, including warranties, as-built documents, and final project records.

Qualifications

• Associate degree in Business Administration, Construction Management, or related field preferred (or equivalent experience).
• 2–5 years of administrative experience in construction, excavation, or civil contracting preferred.
• Strong knowledge of construction documentation and project coordination.
• Proficiency in Microsoft Office (Excel, Word, Outlook); experience with project management or accounting software (e.g., Procore, Foundation, etc.) is an asset.
• Excellent organizational, communication, and time management skills.
• Ability to manage multiple projects in a fast-paced environment.
• Strong attention to detail and problem-solving abilities.

Preferred Skills

• Understanding of excavation, grading, underground utilities, and site development projects.
• Knowledge of contract administration and public works documentation.
• Experience tracking project budgets and job costs.
• Ability to read construction drawings and specifications.
• Familiarity with permitting and compliance requirements.

Working Conditions

• Office-based with occasional visits to construction job sites.
• Standard business hours with occasional overtime to meet project deadlines.
• Frequent interaction with project managers, field personnel, clients, suppliers, and subcontractors.

This position is ideal for someone who is highly organized, detail-oriented, and enjoys supporting multiple construction projects while working closely with both office and field teams.