Sr. Project Administrator

Position: Sr. Project Administrator

Location: Bend, OR (On-site)

Duration: 6 Month contract

Job Description:

The Sr. Project Administrator will oversee and coordinate project administration activities from construction kick-off through completion. This role ensures seamless communication, document control, and project coordination between internal stakeholders, contractors, engineers, and key vendors. The ideal candidate brings strong construction or subcontract management experience, is highly organized, and is proficient in Microsoft Office and project collaboration tools.

Primary Responsibilities:

1. Document Control & File Management

• Maintain and manage project documentation using Microsoft Teams and SharePoint.
• Organize and control electronic (and physical, if needed) files for accessibility and compliance.
• Perform regular quality checks to ensure up-to-date and accurate documentation.
• Ensure effective document placement, naming conventions, and access protocols across project teams.

2. Project Coordination & Workflow Management

• Receive, review, and process RFIs, submittals, quotes, change orders, and plans.
• Track and log submissions from contractors and vendors; ensure timely responses via detailed tracking logs.
• Upload finalized documents to project storage systems and maintain deliverables tracking tools.
• Log and reconcile equipment deliveries with documentation; identify and escalate discrepancies.
• Facilitate coordination among contractors, engineers, project managers, and cross-functional teams.

3. Microsoft Office & Digital Tool Proficiency

• Use Microsoft Excel, Word, Outlook, OneNote, Planner, and SharePoint to manage project tasks and documentation.
• Support team members in navigating and effectively using digital tools for collaboration and task tracking.

4. Meeting Support & Action Tracking

• Schedule and coordinate project meetings with all relevant stakeholders.
• Take and distribute detailed meeting minutes; track action items using Microsoft Planner.
• Maintain a Meeting Register and log contractor/vendor meeting notes in shared platforms.
• Monitor follow-through on tasks and update stakeholders accordingly.

5. General Administrative Support

• Prepare and edit internal communications, presentations, and project-related documents.
• Manage shared team calendars and schedule critical deadlines.
• Support administrative tasks such as correspondence handling and maintaining office supplies.

Additional/Preferred Responsibilities:

1. Background in Construction or Subcontract Management

• Prior experience supporting construction administration or subcontractor coordination is strongly preferred.

2. Invoice & Expense Tracking

• Assist in reviewing contractor expense reports and payment requests; ensure documentation is accurate and properly logged.

3. New Hire Onboarding Support

• Coordinate onboarding activities for new team members including access requests and scheduling required training.

4. Team Resource Guidance

• Help team members navigate internal tools and documentation (e.g., communication plans, meeting logs, task management systems).
• Provide basic training and troubleshooting for platforms like SharePoint and Planner.

5. Visitor & Guest Coordination

• Greet and assist visitors professionally; coordinate access with internal staff.

6. Communication Guidelines Enforcement

• Provide guidance and training to ensure team-wide consistency in communication via Microsoft Teams and Planner.

Preferred Qualifications:

• 3–5 years of project administration or coordination experience in a construction, engineering, or technical environment.
• Strong written and verbal communication skills.
• High proficiency with Microsoft Office Suite and SharePoint.
• Highly organized, detail-oriented, and able to manage multiple deadlines.
• Prior experience working with contractors or vendors is a plus.

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’ seven times by Staffing Industry Analysts as well as a ‘Best Company to Work For’ by Forbes, Fortune and Inc. magazine.

As you are applying, please join us in fostering diversity, equity, and inclusion by completing the Invitation to Self-Identify form today!

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Job #18065