Utility Project Administrator

Utility Project Administrator Position Summary

The Utility Project Administrator provides comprehensive administrative and coordination support for utility construction projects from initial setup through final closeout. This position serves as a key link between project management, field leadership, utility clients, subcontractors, suppliers, and internal departments to help ensure projects remain organized, compliant, properly documented, and on schedule.

Duties and Responsibilities

• Review contracts, work orders, scopes of work, specifications, and subcontract documents to understand project requirements and deliverables.
• Coordinate project documentation and communication among project managers, field supervisors, utility clients, general contractors, subcontractors, and suppliers.
• Collect, organize, and distribute field documentation, including daily reports, production records, inspection records, photographs, and as-built information.
• Establish and maintain complete electronic and hard-copy project files from project startup through closeout.
• Track project schedules, work orders, permits, inspections, material procurement, utility coordination, and other critical deadlines.
• Maintain accurate RFI, submittal, change order, procurement, permit, inspection, and closeout logs.
• Assist with utility-specific documentation, reporting requirements, and client portals.
• Coordinate permit applications, utility locates, inspection scheduling, traffic-control documentation, and other project requirements as applicable.
• Support project managers with project correspondence, meeting documentation, status reports, and action-item tracking.
• Monitor project documentation for compliance with company, client, state, federal, and contractual requirements.
• Assist with compiling production data and supporting documentation for customer billing and pay applications.
• Perform additional duties as assigned to support project and field operations.

Project Administration

• Assemble and maintain complete project startup packages and job folders.
• Order and distribute drawings, specifications, work packages, and other documents needed by field supervision.
• Maintain current schedules, procurement logs, financial trackers, and project-specific reporting forms.
• Review contract and work-order requirements for billing procedures, required supporting documentation, and submission deadlines.
• Assist with maintaining accurate schedules of values and project financial documentation.
• Coordinate subcontract agreements, insurance documentation, compliance records, and subcontractor pay applications.
• Collect supplier and subcontractor quotes and compile submission packages.
• Track material orders, delivery dates, shortages, and long-lead items in coordination with project management.
• Prepare and organize submittals, as-built drawings, warranties, testing records, O&M manuals, and final closeout packages.
• Confirm required documentation is complete, accurate, and submitted within contractual deadlines.

Preferred Qualifications

• Bachelor’s degree in business administration, construction management, engineering, or a related field—or an equivalent combination of education and experience.
• Two or more years of experience in project administration or commercial support, preferably within utility, electrical, civil, or commercial construction.
• Strong organizational and time-management skills with the ability to manage multiple projects, priorities, and deadlines.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy in project documentation, reporting, and financial tracking.
• Proficiency in Microsoft Excel, Word, Outlook, and construction-management software such as eSUB, Procore, or a similar platform.
• Ability to read and interpret contracts, scopes of work, plans, specifications, and project requirements.

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Benefits:

• 401(k)
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• project administration: 1 year (Preferred)
• Public utility: 1 year (Preferred)

Work Location: In person

Salary : $25 - $30