Project Administrative Assistant

We're seeking a Project Administrator to join our growing commercial construction team in Verona, PA. In this highly visible role, you'll be a critical member of the project team, supporting multiple commercial construction projects from preconstruction through closeout. If you have experience with Procore, construction documentation, and project coordination, this is an excellent opportunity to grow your career with a respected organization. This is a direct hire opportunity and will work on site full time in the offices in Verona.

What You'll Do

As a Project Administrator, you'll help ensure every project stays organized, compliant, and on schedule by providing exceptional administrative and project coordination support.

Your responsibilities will include:

• Partner with Project Managers and Superintendents to support multiple commercial construction projects simultaneously.
• Manage and maintain project documentation including contracts, drawings, specifications, RFIs, submittals, change orders, meeting minutes, permits, insurance certificates, and closeout documentation.
• Set up and maintain project information in Procore and Timberline/Sage 300 Construction & Real Estate, ensuring records remain accurate and up to date.
• Track RFIs, submittals, change orders, purchase orders, and subcontractor documentation while proactively following up on outstanding items.
• Assist with subcontract administration, including preparing agreements, purchase orders, change orders, and project documentation.
• Coordinate with subcontractors and vendors to collect required compliance documentation, including certificates of insurance, W-9s, lien waivers, safety documents, and closeout materials.
• Support project billing by assisting with pay applications, invoice tracking, and coordinating documentation with the accounting team.
• Prepare meeting agendas, meeting minutes, project reports, logs, and project correspondence.
• Assist with project closeout by collecting warranties, as-built drawings, O&M manuals, punch list documentation, and final project deliverables.

What You Bring

We're looking for someone who enjoys being the organizational hub of a construction project and takes pride in accuracy, follow-through, and teamwork.

Qualifications include:

• 2 years of administrative experience in commercial construction, general contracting, construction management, or a related industry.
• Hands-on experience using Procore to manage project documentation, RFIs, submittals, drawings, and change events is preferred.
• Experience with Timberline/Sage 300 Construction & Real Estate is highly preferred.
• Proficiency with Microsoft Office (Word, Excel, Outlook, and Teams).
• Strong organizational skills with the ability to manage multiple priorities in a deadline-driven environment.
• Excellent communication skills and the ability to work effectively with project managers, field personnel, subcontractors, vendors, clients, and accounting teams.
• Exceptional attention to detail and commitment to maintaining accurate project records.

Bonus Points For

• Experience supporting commercial building projects including healthcare, education, retail, industrial, or tenant improvement projects.
• Familiarity with AIA billing documents (G702/G703).
• Knowledge of subcontractor compliance, insurance tracking, lien waivers, and project closeout documentation.
• Procore Certification or Sage/Timberline training.

Why You'll Love This Opportunity

• Be part of a collaborative, respected commercial construction team.
• Play an integral role in delivering high-quality projects from start to finish.
• Work on diverse and exciting commercial construction projects.
• Opportunity to expand your expertise with industry-leading construction technology.
• Competitive compensation based on experience.
• Comprehensive benefits package including health, dental, vision, paid time off, retirement savings, and professional development opportunities.