Project Administrator

We are seeking a detail-oriented and experienced Project Administrator to support the succesful administration of construction projects from job setup through final closeout.

The Project Administrator serves as the central coordinator for project financial and contractual administration, supporting Project Managers, Superintendents, Accounting, and Executive Leadership. This role is responsible for project setup, subcontract administration, billing support, compliance tracking, reporting, change order administration, and closeout documentation.

This role is ideal for someone who thrives in a fast-paced environment, enjoys building and improving processes, and takes pride in maintaining accurate project records and financial information.

Key Responsibilities:

Project Setup & Administration

• Set up new projects in the company's ERP/accounting system.
• Verify customer information and project setup accuracy.
• Configure project setup within the ERP system, including job budgets, cost codes, contract values, and project structures.
• Maintain project files and supporting documentation.
• Ensure contractual documentation is complete and properly executed before project startup.

Subcontract & Purchase Order Administration

• Create and maintain purchase orders and subcontracts.
• Assist with project buyout administration and tracking.
• Maintain commitment logs and supporting documentation.
• Track subcontract compliance requirements.
• Ensure subcontract agreements are fully executed and properly filed.

Change Order Administration

• Create and maintain owner and subcontract change orders.
• Maintain change order logs and status reports.
• Coordinate supporting documentation required for approval.
• Ensure approved change orders are properly reflected within project systems.

Compliance & Risk Management

• Coordinate project bonding requirements, including bond requests, renewals, supporting documentation, and communication with sureties and brokers.
• Track certificates of insurance (COIs) and policy expirations.
• Monitor subcontractor compliance with contractual requirements.
• Track conditional and final lien releases.
• Coordinate collection of project documentation required for audits, owner requests, or closeout.

Billing & Contract Administration

• Create and maintain Schedule of Values (SOVs).
• Prepare and track pay applications within the ERP/accounting system.
• Maintain contract balances, retainage balances, and billing records.
• Support collection of billing documentation required by owners and general contractors.
• Assist in monitoring payment status and resolving administrative billing issues.

Reporting & Project Controls

• Generate recurring reports for Project Managers and Executive Leadership.
• Maintain project reporting dashboards and administrative tracking logs.
• Assist with project cost tracking and cost-to-complete reporting processes.
• Follow up with project teams to ensure required project financial information is submitted in a timely manner.
• Support monthly WIP and forecasting processes through data collection and validation.

Project Closeout

• Coordinate project closeout documentation.
• Collect and track final lien releases.
• Reconcile final contract values and approved change orders.
• Coordinate closure of open purchase orders and subcontracts.
• Maintain final project records and archive documentation in accordance with company procedures.
• Track final retainage balances and release documentation.

Qualifications

Required:

• Bachelors in Business Administration, Accounting, Finance or similar preferred.
• 3 years of experience in construction administration, project accounting, project coordination, or related role.
• Experience working in a commercial, industrial, civil, or heavy construction environment.
• Proficiency with Microsoft Excel and Microsoft Office.
• Strong organizational and document management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple projects and deadlines simultaneously.
• High attention to detail and commitment to accuracy.

Preferred:

• Experience with Deltek ComputerEase or similar construction ERP systems.
• Experience with subcontract administration and pay applications.
• Knowledge of construction contracts, change orders, retainage, and lien waivers. Familiarity with project cost reporting and forecasting processes.

Key Traits for Success

• Detail-oriented
• Process-driven
• Highly organized
• Collaborative team player
• Strong sense of urgency
• Continuous improvement mindset
• Comfortable working with project managers, accounting staff, field personnel, and executives

Compensation & Benefits

BELT Construction Group offers a competitive compensation package including: Competitive salary

• Health insurance
• Retirement benefits
• Paid time off
• Professional development opportunities

What we offer:

• Collaborative and team-oriented work environment
• Opportunity to contribute directly to project financial success
• Stable and growing organization
• Competitive compensation and benefits package

Why Join BELT?

BELT Construction Group is a growing contractor committed to operational excellence, financial discipline, and delivering successful projects for our clients. This role offers the opportunity to work closely with project leadership, accounting, and executive management while helping build and improve the systems that drive project success.

Pay: From $52,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $52,000