Project Administrator - Oregon

 Project Administrator – Oregon

Company: Hamilton Construction Co. 
Location: Portland, Oregon
Position Type: Full-Time

About Hamilton Construction:

Hamilton Construction, established in 1939, is a respected heavy civil contractor serving the western United States. We specialize in bridge, highway interchange, and rail bridge construction. With a highly skilled workforce, Hamilton is known for its hands-on approach and unwavering commitment to excellence. As a privately held company, we offer career growth opportunities, excellent benefits, and a positive work environment.

Position Overview

The Project Administrator provides comprehensive administrative and project support to the Project Management team for a large-scale heavy highway and bridge construction project in the Portland area. This role is responsible for coordinating documentation, tracking financials, supporting compliance requirements, and ensuring accurate project recordkeeping. The ideal candidate will play a critical role in ensuring timely billing, maintaining contract compliance, and facilitating effective communication across teams.

Key Responsibilities

Billing, Financial Tracking & Reporting

• Prepare and submit monthly owner billings; track fund receipts and manage subcontractor payments.
• Maintain and distribute Billing Status Reports for internal and external stakeholders.
• Process subcontractors pay applications upon Project Manager approval.
• Track committed costs—including labor, materials, and subcontractor budgets—and generating job cost reports.
• Support internal and external audits by preparing and organizing documentation.
• Collaborate with the accounting team to reconcile payables and receivables.

Contract & Compliance Administration

• Maintain records of executed subcontracts, insurance certificates, bonds, lien waivers, and joint check agreements.
• Prepare subcontract packages and manage subcontract change orders and budget updates.
• Ensure that compliance documentation, including certified payroll and utilization reports, is complete and audit ready.
• Monitor and update DBE/MBE participation using B2Gnow or similar systems.
• Track subcontractor insurance renewals and bond expirations.

 Document Control & Project Records

• Organize and maintain project documentation: correspondence, purchase orders, vendor files, and time sheets.
• Manage submittals and coordinate timely submissions from subcontractors via Procore or equivalent.
• Maintain logs for RFIs, change orders, and GMP amendments; assist in negotiation tracking.
• Upload and update document repositories (e.g., Procore, Bluebeam Studio) with current plans and approved documents.
• Support start-up and close-out documentation, including those required by ODOT.

Specialized Project Support

• Maintain environmental permit logs, right-of-way certifications, and utility relocation records.
• Assist in the preparation of public meeting materials and presentations as needed.
• Maintain joint venture (JV) logs, budget tracking, cost-sharing documentation, and audit trails when applicable.
• Support changing management processes by preparing justifications and backup for GMP packages and amendments.

General Project Office Support

• Facilitate onboarding and offboarding processes for field employees, including paperwork, testing, and orientations.
• Track training hours for workforce development and assist with owner reimbursement requests.
• Order and manage office supplies and PPE for job-site needs.
• Prepare and maintain job-site binders and ensure all required safety and labor law postings are up to date.

Qualifications

Required:

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Excellent organization and time management skills; ability to manage multiple priorities.
• Strong written and verbal communication skills.

Preferred:

• Experience using Procore, Bluebeam, AASHTOWare, InEight, and Vista Viewpoint.
• Prior experience supporting ODOT projects or other large-scale heavy highway/bridge infrastructure projects.
• Familiarity with DBE/MBE tracking and compliance reporting tools.

 Compensation & Benefits:

• Competitive pay packages based on experience.
• Comprehensive Medical/Dental/Vision Insurance coverage.
• Retirement Benefits, including a company-funded 401(k) plan.
• Paid time off (PTO).

Equal Employment Opportunity (EEO):

Hamilton Construction Co. is an Equal Opportunity Employer. We are committed to providing equal employment opportunities without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. Women, minorities, veterans, and individuals with disabilities are encouraged to apply. Hamilton Construction Co. is dedicated to fostering a diverse and inclusive workplace and providing a work environment that is free from discrimination and harassment.

Application Information:

For more information about Hamilton Construction Co., visit our website: www.hamil.com
To apply, please submit your resume/application or mail/fax to:

Mailing Address:
PO Box 659
Springfield, OR 97477

Fax:
541-780-1242

We are an equal opportunity employer.

Women, minorities, veterans, and individuals with disabilities are encouraged to apply.