Project Administrator (Engineering and Construction)

POSITION SUMMARY: The Project Administrator supports project managers and technical teams throughout the full project lifecycle-from initial project setup through design, construction administration, and closeout. This position is responsible for maintaining project organization, coordinating administrative and financial requirements, tracking deliverables, and helping the team meet contractual obligations, budgets, and schedules.

The successful candidate will be proactive, highly organized, detail-oriented, and comfortable coordinating multiple projects and priorities in a fast-paced engineering and construction environment.

DURING YOUR WORK-DAY, YOU WILL:

• Track and coordinate RFIs, submittals, design comments, meeting minutes, action items, and construction administration documentation.
• Maintain logs for RFIs, submittals, deliverables, permits, reviews, and other project-related activities.
• Format, edit, assemble, and maintain project specifications in coordination with project managers and technical staff, ensuring consistency, accuracy, and compliance with company standards and project requirements.
• Coordinate the assembly, formatting, quality review, and issuance of field reports, project narratives, design packages, and other project deliverables.
• Work closely with project managers and accounting personnel to establish project setup, including project numbers, budgets, phases, consultant agreements, and other administrative requirements.
• Assist project managers with reviewing project performance and identifying financial or scheduling items requiring follow-up.
• Monitor project schedules, milestones, and deliverable dates, and communicate upcoming deadlines to project managers and discipline leaders.
• Support the preparation and processing of contracts, subcontracts, consultant agreements, amendments, additional service requests, and change documentation.
• Track action items and follow up with responsible team members to confirm completion.
• Support document control, file organization, and compliance with established company procedures.
• Provide additional project and administrative support as needed to keep projects organized and progress efficiently.

Work Location and Schedule

• This is primarily an in-office position, requiring a minimum of four days per week in the office during the initial onboarding and training period.
• Once the employee has demonstrated proficiency in the role, consistent performance, and the ability to work independently, the schedule may transition to a minimum of three days per week in the office, subject to manager approval, team needs, and company policy.
• Additional in-office attendance may occasionally be required to support project deadlines, team meetings, training, or other business needs.

WHAT YOU'LL NEED:

• High school diploma or GED required;
• Minimum of five years of project coordination or project administration experience within the architecture, engineering, or construction industry.
• Working knowledge of the design and construction process, including project phases, technical specifications, RFIs, submittals, contracts, and construction administration documentation.
• Demonstrated experience supporting multiple project managers and coordinating several projects simultaneously.
• Strong proficiency with Microsoft 365 applications, including Outlook, Excel, Word, PowerPoint, and Teams.
• Strong written and verbal communication skills.
• Excellent organizational, time-management, and document-control skills.
• Strong attention to detail and commitment to accuracy and completeness.
• Ability to interpret project requirements, prioritize competing assignments, and consistently meet deadlines.
• Ability to collaborate effectively with professional, technical, financial, and administrative staff.
• Ability to work independently, anticipate project needs, and initiate appropriate action without waiting for detailed instructions.
• Demonstrated ownership of assigned responsibilities, including consistent follow-through until tasks are completed.
• Professional judgment and confidence to request information, clarify expectations, escalate concerns, and hold team members accountable for required follow-up.

WHAT WILL MAKE YOU STAND OUT:

• Experience with SpecLink, BST, project-management software, and document-management platforms is preferred.

WHAT WE OFFER: Join a company that puts its employees first.
Ranked as one of the Best Firms to Work For, here are just some of the reasons to become part of the McKim & Creed team:

• Employee Stock Ownership Plan (ESOP): All employees are owners & benefit from profits earned.
• Competitive pay paid holidays, bereavement, and parental, medical, and military leave
• Multiple office locations to work from: Stick close to home or travel for a change of scenery.
• Growth opportunities & training: Grow confidently in your career with our mentoring & training options.
• Professional development: Tuition reimbursement, early career professional program, online courses & more
• Work that makes a difference: See the direct impact your work has on our communities.
• Collaborative, supportive team: People to help you solve problems, cheer successes & encourage you along the way.

McKim & Creed is an Equal Opportunity and Affirmative Action Employer, and VEVRAA Federal Contractor and will consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disability status and maintains a Drug Free Workplace.