Project Administrator - Civil Construction

Purpose: To assist the Project Team with the efficient and effective management of multiple 

construction projects by maintaining neat, detailed, and orderly project files and providing

administrative support in all areas of project/office management by being flexible and adaptive to 

change based on the needs of the business. 

KEY FUNCTIONS

Project Management

• Maintain complete project files, including timely updates of all necessary records for access by 

the Project Team.

• At the direction of the Project Manager, prepare and issue Purchase orders and sub-contracts 

for the timely procurement of materials or assignment of work to outside vendors or 

contractors .

• Assist in the procurement process of all projects by providing support via soliciting quotations 

from vendors or contractors.

• Prepare, request, and track the submission of Manufacturer Certifications and/or Test Reports 

for all Materials incorporated into the Projects.

• Manage all required reporting for DBE/SBE/MWBE participation as required by Project 

specifications.

• Prepare, submit, track all project submittals (Includes the following: Shop Drawings, Working 

Drawings, Catalog cuts, & Material Certifications) including creation and maintenance of an 

accurate, up to date and detailed submittal log.

• Prepare, proof & send Correspondence to the project owner, vendors, or sub-contractors at the 

direction of the Project Team.

• Prepare, distribute and track RFI’s, including creating and maintaining a log for each project at 

the direction of the Project Team.

• Extra Work/Cost Plus Work/Claims: Tracking of additional or extra work by creating and logging 

the necessary detailed documentation to support payment of any work identified by the Project 

Team as “EXTRA” or that could possibly lead to future claims for payment to the owner.

• Assist the Estimator with preparation of Bid documents & solicitation of vendors or contractors 

to support the assembly of bids for new work.

• Attend Progress meetings as necessary to accurately document “Meeting Minutes”

• Update the monthly billing logs for each project based on the pay estimates provided by the owner.

• Provide support to Field personnel by providing contract documents as needed, including copies 

or access to contract documents (Plans, specs, submittals etc.)

• Prepare and maintain a log of Insurances provided by Sub-contractors or vendors and ensure

coverage is current.

• Project Close out - Assist the Project Team with preparation and completion of any documents 

required by the owner to bring the project to completion.

• Assist with the timely updating of Monthly Project schedules in accordance with contract 

requirements, including the drafting of the progress narrative.

• Effectively communicate with and update the Project Team as to the status of key tasks, 

submissions, or other pending issues.

• Maintain a professional and positive business culture within the office and with partners, 

owners, and other outside associates.

General Office Operations

• Prepare expense reports

• Review vendor invoices prior to approval

• Audit vendor invoices versus agreed purchase orders or sub-contractor agreements

• Maintain essential stock of office supplies by ordering through MCC home office

• Coordinate and manage office vendors, including cleaning services, water delivery, and 

maintenance of office equipment (copiers)

• Prepare and Mail original documents

• Assist with or complete special projects both independently or as part of a team, as directed or 

required by the Project Manager

KEY PERFORMANCE MEASUREMENTS:

• Maintenance of accurate, up to date, and detailed project files

• Effective communication to the Project Team of routine and critical items

• Effective support for the various, broad, and changing scope of tasks charged to the Project 

Manager