Project Management Administrative Assistant

Project Management Administrator

Position Summary

The Project Management Administrator is responsible for ensuring the financial and administrative integrity of construction projects from award through closeout. This role supports Project Managers by maintaining accurate project records, monitoring project costs, ensuring timely and accurate job costing, and providing reliable reporting that enables informed business decisions. The ideal candidate is highly organized, detail-oriented, financially minded, and committed to maintaining accurate project data.

Essential Duties and Responsibilities

Project Cost Management

• Monitor project costs daily to ensure all expenses are accurately captured and coded.
• Create Purchase Orders and Subcontracts based on Estimates, process invoices, subcontractor billings, and equipment charges with proper job allocation.
• Work closely with accounting to ensure timely and accurate job costing
• Identify and investigate cost discrepancies or coding errors
• Assist Project Managers in maintaining and adhering to project budgets

Job Costing & Financial Administration

• Maintain accurate job cost records in the company’s project management system.
• Ensure labor, materials, equipment & subcontractor costs are assigned to the appropriate jobs/cost codes
• Manage project setup, budget entry, change orders, and project closeout documentation.

Daily Project Administration

• Maintain accurate daily project logs including:
• Daily reports
• Labor and equipment utilization
• Material deliveries
• Weather delays
• Safety incidents
• Project milestones
• Field communications
• 811/Locate management
• Ensure documentation is complete, timely, and readily available
• Track Requests for Information (RFIs), submittals, change orders, and project correspondence.
• Maintain organized electronic and physical project files.

Project Coordination

• Serve as an administrative liaison between Project Managers, Accounting, Estimating, Operations, and Field Superintendents.
• Assist in preparing owner pay applications and subcontractor payment documentation.
• Support procurement activities and vendor documentation.
• Coordinate contract documentation, insurance certificates, permits, and closeout packages.

Qualifications

• Associate’s or Bachelor’s degree in Business, Accounting, Construction Management, or related field preferred.
• 3 years of project administration, project accounting, or construction administration experience.
• Strong understanding of job costing, project budgets, and construction accounting principles.
• Experience with project management and accounting software (QuickBooks Enterprise Contractor, Foundation, Sage, Procore, or similar) preferred.
• Advanced Microsoft Excel skills.
• Excellent organizational, communication, and problem-solving abilities.
• Ability to manage multiple projects simultaneously while maintaining exceptional attention to detail.

Key Competencies

• Financial accuracy
• Job costing expertise
• Analytical thinking
• Organization and time management
• Attention to detail
• Accountability
• Confidentiality
• Collaboration
• Process improvement
• Strong written and verbal communication

Performance Expectations

Success in this role will be measured by:

• Accuracy of project cost coding and job costing
• Timeliness and accuracy of project documentation and daily activity logs.
• Reduction of job costing errors and cost reclassifications.
• Effective support of Project Managers in maintaining budget control.
• Accurate and complete project records and documentation from startup through closeout.

Compensation:
The compensation package will be discussed during the interview process.

Equal Opportunity Employer:
C. M. Mitchell Construction Co. Inc. is an equal opportunity employer.

Job Type: Full-time

Pay: $40,000.00 - $60,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Is there anything in your background which would prevent you from gaining access to military installations or NC ports?
• Based on your skills and experience, what are your salary expectations?

Experience:

• Project management: 2 years (Required)

Ability to Relocate:

• Sneads Ferry, NC 28460: Relocate before starting work (Required)

Work Location: In person

Salary : $40,000 - $60,000