Project Administrator - Special Projects

The Project Administrator provides comprehensive administrative and operational support to the Special Projects team. This role partners with project managers, sales, field operations, and leadership to ensure efficient execution of project administration, workforce support, reporting, billing, and business processes. The position serves as a key resource for maintaining data accuracy, coordinating communication, supporting field personnel, and managing critical project documentation throughout the project lifecycle.

Who we are:

At ColonialWebb, we are deeply committed to our people, our culture, and the continued growth of our business. As a full-service MEP (Mechanical, Electrical, and Plumbing) contractor, we pride ourselves on the quality and expertise of our teams, who work across a diverse range of specialties, including New Construction, Mechanical Service, Industrial Refrigeration, and Manufacturing. For over 50 years, we've been dedicated to delivering comprehensive solutions and unmatched service to our commercial customers, earning a reputation as a trusted contractor in the industry.

Perks of joining ColonialWebb:

• Competitive pay of $30-$34/hr
• Career development and progression
• 401(k) plan with company match
• PTO and paid holidays
• Excellent medical, dental, life, vision and disability benefits
• Employee Assistance Program
• Employee referral incentives

A day in the life:

Project Administration

• • Support project setup activities.
  • Enter and maintain project information within business systems, including change orders, project updates, job cost transfers, and forecast data.
  • Coordinate project closeout activities and customer closeout documentation.
  • Track and submit contracts, certificates of insurance, permits, and other project-related documentation.o Assist with billing processes, including fixed-price, time and material, and AIA invoicing.

Operational Support

• • Coordinate work order setup, billing, and completion tracking.
  • Process weekly payroll imports and maintain supporting documentation.
  • Assist with PCARD reconciliation and documentation review.
  • Coordinate mobile device requests, setup, inventory tracking, and issue resolution.
  • Support permit applications, inspections, and regulatory documentation requirements.·

Workforce and Talent Support

• • Coordinate onboarding activities and new hire orientation.
  • Maintain employee records, workforce tracking logs, and organizational data.
  • Support employee evaluation processes, documentation routing, and tracking.
  • Coordinate uniforms, badging, security clearances, apprenticeship documentation, and training registrations.
  • Maintain office vacation calendars and workforce-related records.

Reporting and Data Management

• • Prepare and maintain operational reports, project trackers, workforce reports, superintendent reports, and WIP reports.
  • Update and distribute project forecasting and cost-to-complete reporting.
  • Monitor data accuracy across multiple systems and provide reporting support to leadership and project teams.
  • Compile information for audits and management review meetings.

Administrative Support

• • Schedule meetings and coordinate logistics for project, operational, and leadership meetings.
  • Support special events, employee recognition programs, and department initiatives.
  • Maintain records, electronic files, and business documentation in accordance with company standards.
  • Provide general administrative support to project managers, field leaders, and department leadership.

You should have:

• Possess High School Diploma or equivalent.
• 3-5 years of experience in construction administration, project administration, field operations support, office management, or related administrative role.
• Experience supporting multiple stakeholders and managing competing priorities in a fast-paced construction or service environment.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, Teams) and PDF software.
• Experience with business and construction management systems such as Penta, Procore, Resource Planning, Rhumbix, or similar platforms preferred.
• Working knowledge of construction documentation, project administration, workforce planning, payroll/timekeeping processes, and jobsite operations.
• Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.
• Excellent written and verbal communication skills and the ability to interact professionally with project teams, field employees, customers, and leadership.
• Ability to work independently, manage confidential information, and adapt to changing business priorities.

EOE M/W/Disability/Veterans and those with previous military experience are encouraged to apply