Project Administrator

Company Description

Metrolina Landscape is a leading landscape company with over 40 years of experience serving clients who expect the highest standards in the industry. The company partners with real estate developers, landscape architects, construction contractors, property managers, and homeowners across the region. With a team of more than 200 trained professionals and a fleet of over 150 vehicles, Metrolina Landscape delivers comprehensive, large-scale landscape services. We combine state-of-the-art equipment with detail-oriented practices to deliver quality results. Team members join a stable, growth-oriented company with a strong reputation and long-term client relationships.

Role Description

The Project Administrator is a full-time, on-site role based in Charlotte, NC, supporting landscape construction projects from start to finish. This role coordinates project documentation, manages schedules, tracks progress, and facilitates communication among project managers, field teams, vendors, and clients.

Responsibilities

·       Works with Business Development and Production to ensure billing accuracy and timeliness

·       Experience working with AIA billing documents and billing software is a plus

·       Completes all customer project billings in a timely and accurate manner

·       Orders Certificates of Insurance (COI) for each new job and maintains current COIs

·       Manages all paperwork for subcontractors, including issuing subcontracts

·       Prepares all safety manuals for new projects

·       Enters all project information into VISTA (computer software)

·       Utilize project management and accounting software (VISTA) in the billing process

·       Set up project budgets and keep them up to date

·       Sends all closing documents to customers at completion of each project

·       Handles LOCATES for all jobs

·       Interacts with customers as needed

·       Maintains job files

·       Orders bonds, final consents for surety for new jobs

·       Sets up and closes out jobs

·       Maintains Change Order Log

·       Maintains Lien Waivers for Subcontractors and Suppliers

·       Tracks the status of all orders placed for jobs

·       Provides support to Production and Business Development as needed

·       Participates in weekly team meetings

·       Proficiency with MS Office required

Qualifications

• Strong organizational and administrative skills, including document management, scheduling, and record keeping.
• Proficiency with office software (e.g., Microsoft Office or Google Workspace) and the ability to learn project management or ERP systems.
• Effective written and verbal communication skills for interacting with internal teams, vendors, and clients.
• Basic understanding of construction or landscape project workflows, or willingness to learn industry-specific processes.
• High attention to detail and accuracy in handling data, contracts, and financial or project-related documentation.
• Ability to prioritize tasks, meet deadlines, and support multiple projects in a fast-paced environment.
• Collaborative mindset with a professional, service-oriented approach and a commitment to safety and company standards.
• High school diploma or equivalent required; an associate or bachelor’s degree in business, construction management, or a related field is preferred.
• Prior experience in project administration, construction, landscaping, or a similar operations support role is beneficial.

Reports to: Head of Operations/Admin.

Starting Wages: From $19.00 per hour based on experience

Full-Time, On-Site: 7:30 AM – 4:30 PM M-F (or as needed to complete job)