Project and Service Administrator

Project & Service Administrator

Position: Project & Service Administrator
Department: Commercial / Service
Employment Type: Full-Time
Reports To: Project Management / Service Management

Position Summary

We are seeking an organized, dependable, and detail-oriented Project & Service Administrator to support our commercial electrical construction and service operations. This position plays an important role in coordinating project documentation, service work, scheduling, reporting, purchasing, billing support, and communication between project managers, service personnel, field employees, customers, vendors, and general contractors.

The ideal candidate will have strong computer and administrative skills, be proficient with Microsoft Excel and Microsoft Word, and be comfortable learning and working within construction management, accounting, scheduling, and service-management software.

Experience working for an electrical contractor, general contractor, construction company, or service-based organization is strongly preferred.

Primary Responsibilities

• Provide administrative support to Project Managers, Service Managers, Superintendents, and field personnel.
• Coordinate and maintain documentation for commercial electrical construction projects and service work.
• Assist with scheduling service technicians, field personnel, inspections, deliveries, and project-related activities.
• Create, maintain, and update project spreadsheets, reports, schedules, logs, and tracking documents.
• Prepare professional correspondence, letters, reports, proposals, and other documents using Microsoft Word.
• Maintain Excel spreadsheets containing project costs, labor hours, material information, job numbers, schedules, and other project data.
• Assist with processing and tracking purchase orders, subcontracts, change orders, work orders, and service tickets.
• Assist Project Managers with RFIs, submittals, change-order documentation, closeout documents, and project records.
• Maintain organized electronic and physical project files.
• Assist with tracking employee time, job-cost information, per diem, and other field-related documentation.
• Coordinate service calls from initial customer request through scheduling, completion, documentation, and billing preparation.
• Communicate with customers regarding scheduling, service status, documentation, and other administrative matters.
• Coordinate with vendors and suppliers regarding material orders, deliveries, pricing, and documentation.
• Assist with preparing invoices and gathering supporting documentation for billing.
• Track outstanding service tickets, work orders, and project documentation to ensure items are completed in a timely manner.
• Assist with project closeout, including warranties, O&M manuals, testing documentation, as-built information, and other required closeout documents.
• Maintain confidentiality of employee, customer, company, and financial information.
• Perform additional administrative and project-support duties as assigned.

Required Qualifications

• High school diploma or GED required.
• Minimum 2 years of administrative, project coordination, construction, or service-related experience preferred.
• Experience in the commercial construction or electrical contracting industry is strongly preferred.
• Strong working knowledge of Microsoft Excel, including spreadsheets, formulas, sorting, filtering, formatting, and data organization.
• Strong working knowledge of Microsoft Word, including professional document creation, formatting, tables, letters, and reports.
• Experience with Microsoft Outlook and email/calendar management.
• Ability to learn and effectively use additional company software and web-based applications.
• Strong computer and data-entry skills.
• Excellent organizational and time-management abilities.
• Strong written and verbal communication skills.
• Ability to manage multiple projects, service requests, and deadlines simultaneously.
• Strong attention to detail and commitment to maintaining accurate records.
• Ability to work independently while also supporting multiple managers and departments.
• Ability to communicate professionally with customers, general contractors, vendors, employees, and management.

Preferred Software Experience

Experience with one or more of the following is preferred:

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Microsoft Teams
• Procore or similar construction management software
• Project scheduling software
• Accounting/job-cost software
• Service management or dispatch software
• PDF editing and document-management software
• Electronic timekeeping/payroll systems

Candidates who do not have experience with every software platform may still be considered if they demonstrate strong computer skills and the ability to quickly learn new systems.

Preferred Construction Experience

Previous experience involving any of the following is beneficial:

Commercial electrical construction, electrical service operations, construction project administration, service dispatching, project coordination, job-cost tracking, purchase orders, change orders, RFIs, submittals, construction billing, service work orders, material purchasing, project closeout, or field labor documentation.

Skills & Competencies

The successful candidate should be:

• Highly organized and detail-oriented
• Dependable and accountable
• Professional in written and verbal communication
• Comfortable working in a fast-paced construction environment
• Capable of prioritizing changing deadlines
• Proficient with computers and electronic documentation
• Comfortable working with numbers, spreadsheets, and reports
• Able to identify missing information and follow up until issues are resolved
• Able to maintain accurate records across multiple projects
• Customer-service oriented
• Able to work effectively with both office and field personnel

Experience Requirements

Required:
2 years of administrative, office, project coordination, or comparable professional experience.

Preferred:
3–5 years of experience in commercial construction, electrical contracting, project administration, service coordination, or a related industry.

Previous experience supporting electrical Project Managers, Service Managers, Superintendents, or field operations is highly desirable.

Education

High school diploma or GED required. Associate degree, business administration training, construction management coursework, or equivalent professional experience is preferred.

Position Expectations

The Project & Service Administrator must be able to maintain a high level of accuracy while handling multiple responsibilities. The position requires frequent communication with project managers, field employees, customers, vendors, and other departments.

The individual selected for this position should be comfortable taking ownership of administrative tasks, following up on outstanding items, identifying documentation needs, and helping keep projects and service work organized from initial setup through completion.

Equal Opportunity Employer

We are an Equal Opportunity Employer and consider qualified applicants without regard to legally protected characteristics in accordance with applicable federal, state, and local laws.

Pay: $18.00 - $25.00 per hour

Expected hours: 40.0 per week

Work Location: In person

Salary : $18 - $25