Project Administrator

Position: Project Administrator

Location: Bend, OR (Onsite)

Length: 6 Month Contract

Job Description:

The Project Administrator will oversee and direct project administration activities from construction kick-off to completion. This role is critical to ensuring seamless document control, file management, and project coordination.

Essential Duties and Responsibilities:

Document Control and File Management (Highest Priority)

• Maintain the project document control system using Microsoft Teams and SharePoint.
• Organize and manage electronic (and physical, if necessary) files to ensure proper filing, accessibility, and storage of project documents.
• Perform regular quality checks to verify documentation is current and accurately filed.
• Coordinate with team members to ensure consistent and effective document placement and access.

Project Coordination and Management

• Receive, review, and process RFIs, submittals, quotes, change orders, and project-specific plans and more. Route documents to appropriate project team members as needed.
• Track and log submissions from the General Contractor, ensuring timely responses by maintaining detailed logs.
• Upload final documents to SharePoint and manage tracking tools for project deliverables.
• Support equipment delivery logging by reconciling Bills of Lading with approved quotes and identifying delivery discrepancies.
• Provide cross-functional coordination with General Contractors, Engineers of Record, Construction Managers, and other team members.

Proficiency with Microsoft Office Tools

• Demonstrate advanced knowledge of Microsoft Excel, Microsoft Planner, Microsoft Word, OneNote, and Outlook to manage project tasks and documentation.
• Leverage Microsoft SharePoint for file management and ensure team members can navigate and utilize its tools effectively.

Meetings and Action Items

• Organize, schedule, and coordinate project meetings, ensuring all necessary stakeholders are invited.
• Record detailed meeting minutes and track action items in Microsoft Planner.
• Ensure action items are assigned and updated appropriately and distribute meeting updates to stakeholders.
• • Maintain a Meeting Register, logging contractor and vendor meeting minutes in SharePoint.

General Administrative Support

• Prepare and edit correspondence, communications, presentations, and project documents.
• Manage team calendars in Microsoft Outlook to schedule meetings and ensure deadlines are met.
• Handle incoming and outgoing correspondence and maintain office supplies and equipment.

Qualifications:

• Prior experience in construction administration or subcontractor coordination
• Extensive experience with Microsoft Office applications
• Invoice and Expense Management experience
• Experience coordinating onboarding activities for new team members, including scheduling training, managing access requests, and supporting new hire integration.
• Ability to organize, maintain, and guide team members through project documentation, communication plans, meeting registers, and other project resources.
• Project management software experience such as Microsoft Planner and SharePoint
• Excellent verbal and written communication skills

POST-OFFER BACKGROUND CHECK IS REQUIRED. Digital Prospectors is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law. Digital Prospectors affirms the right of all individuals to equal opportunity and prohibits any form of discrimination or harassment.

Come see why DPC has achieved:

• 4.9/5 Star Glassdoor rating and the only staffing company (< 1000 employees) to be voted in the national Top 10 ‘Employee’s Choice - Best Places to Work’ by Glassdoor.
• Voted ‘Best Staffing Firm to Temp/Contract For’ 8 consecutive years in a row by Staffing Industry Analysts as well as a ‘Best Company to Work For’ by Forbes, Fortune and Inc. magazine.

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Job # 18643