Field Project Administrator

Field Project Administrator
Location: Project Site / Field Office
Reports To: Assigned Project Manager
Department: Project Management Office (PMO)
Position Overview
The Field Project Administrator (FPA) is an onsite member of the Project Management Office responsible for supporting the Project Manager through accurate project documentation, daily project controls, information management, and coordination between the field and office. Working primarily from the project site or field office, the FPA serves as the PM's onsite administrative resource by collecting, reviewing, reconciling, organizing, and maintaining project records generated through daily field activities. The position helps ensure information from Operations, subcontractors, vendors, customers, and other project stakeholders is complete, accurate, and available to the Project Manager for timely decision-making.

• Identify discrepancies, missing information, or incomplete documentation and communicate them to the appropriate Superintendent or field leader for correction.
• Verify corrected information before final filing or packaging for the Project Manager.
• Maintain organized and retrievable project records in accordance with Blue Sage standards.
• Help ensure daily documentation is completed and resolved promptly rather than accumulated for later reconciliation.

T&M, Billing & Customer Documentation

• Compile and verify T&M documentation and supporting records for Project Manager review.
• Ensure labor, equipment, materials, quantities, cost codes, and supporting documentation are consistent across applicable project records.
• Maintain organized records of customer approvals, signed tickets, and other documentation required to support invoicing.
• Assist with obtaining customer signatures or approvals when necessary and when they cannot reasonably be obtained by field leadership.
• Identify missing or incomplete billing support and coordinate resolution with the

Project Manager, Project Coordinator, Superintendent, or other responsible party.

• Support Billing and the Project Manager by maintaining complete project records throughout execution so required billing documentation is readily available.

Procurement, Materials & Subcontractor Documentation

• Receive and maintain documentation related to materials delivered to the project.
• Compare material receiving records against available purchase orders, delivery documentation, and project requirements.
• Coordinate with the Project Manager and Project Coordinator regarding materials ordered, received, outstanding, delayed, or discrepant.
• Maintain onsite PO documentation and supporting records.
• Collect and organize subcontractor tickets, reports, delivery records, and other required project documentation.
• Track required subcontractor administrative documentation and communicate missing information to the Project Manager.
• Support project material inventory documentation.

Project Coordination & PM Support

• Serve as the Project Manager's primary onsite administrative support resource.
• Attend project meetings as requested and document meeting notes, decisions, action items, responsible parties, and due dates.
• Maintain and follow up on assigned project action items and issue logs.
• Assist the Project Manager with gathering field information necessary for project reporting, cost analysis, schedule updates, forecasting, change management, and customer communication.
• Support schedule progress reporting by collecting and organizing field progress information at the direction of the Project Manager.
• Maintain change-related documentation and supporting records while the Project

Manager retains responsibility for pricing, negotiation, approval, and commercial decisions.

• Facilitate timely flow of information between the Project Manager, Project Coordinator, Operations, Billing, QA/QC, subcontractors, and other project stakeholders.
• Escalate missing information, documentation concerns, or unresolved administrative issues to the Project Manager.

Project Document Administration & Compliance

• Maintain organized project records including correspondence, RFIs, submittals, change documentation, inspection and testing records, photos, reports, and other project files.
• Maintain customer-required administrative documentation such as orientation records, badging information, access documentation, certified payroll support, and other project-specific requirements as assigned.
• Receive and file inspection, testing, and quality documentation generated by QA/QC personnel, testing agencies, or other responsible parties.
• Support project closeout by organizing required documentation, warranties, approvals, final records, and other turnover information.
• Coordinate with the Project Coordinator to ensure onsite records are incorporated into centralized PMO project files and systems.
• Protect project records and confidential information and ensure documentation is distributed only to appropriate parties.

• Support Blue Sage PMO processes, standards, and continuous improvement initiatives.
• Maintain a professional and organized onsite field office.
• Travel to and work from Blue Sage project locations as assigned.
• Perform additional project-administration duties as needed to support project success.

• Ability to identify discrepancies and pursue resolution without independently altering source records.
• Comfortable communicating with field personnel, Project Managers, customers, subcontractors, and other stakeholders.
• Ability to work independently while recognizing when issues require escalation.
• Team-oriented mindset aligned with Blue Sage values.

Work Environment

• This is an onsite position based primarily from a project field office or jobsite.
• Regular interaction with active construction operations is required.
• Must be able to safely access project work areas as necessary to collect information and coordinate documentation.
• Project location and duration will vary based on company needs.
• Work schedule may vary according to project requirements.

Reporting Structure
The Field Project Administrator reports to the assigned Project Manager for daily priorities, project responsibilities, and work direction. The position is organizationally aligned with the Project Management Office and may coordinate regularly with the Project Director, Project Coordinator, Billing, QA/QC, Operations, and other Blue Sage departments. The FPA supports field execution through accurate information and project administration but does not direct field personnel, determine means and methods, assign equipment, control site logistics, or manage daily production.
Disclaimer
This job description is not intended to be all-inclusive. The employee may be required to perform other related duties as assigned to meet the ongoing needs of the organization.

• High attention to detail and accuracy in data management and documentation
• Ability to work in a fast-paced, evolving construction environment
• Strong communication and coordination skills across multiple teams
• Proficiency in computer systems and willingness to learn company platforms

Preferred Experience

• Experience in construction, civil construction, or estimating environments
• Familiarity with software such as HeavyBid, Monday.com, Google Drive, or similar systems
• Understanding of construction project workflows, cost structures, and change order processes

Why Blue Sage Services
At Blue Sage Services, we are Powered by People. We take pride in building a team that is committed to excellence, safety, and continuous growth. As a Field Project Administrator, you will play a key role in supporting the success of complex projects while contributing to a culture that values integrity, innovation, and teamwork.