What are the responsibilities and job description for the PROJECT ADMINISTRATOR position at OHLA USA?
Overview
Who is OHLA USA?
We are a global construction and infrastructure company dedicated to building a better, safer, and more sustainable world for generations to come. With projects spanning across Europe, Latin America, and North America, we bring international expertise and innovative solutions to the communities we serve. We are committed to making a difference within our communities, who depend on the safety and reliability of the structures we build—and this is only possible with our greatest asset: our people!
OHLA USA brings together the construction industry's most diverse talent who thrive in a collaborative work environment and appreciate challenges and opportunities.
OHLA Building, a division of OHLA USA, is a leading general contractor specializing in vertical construction, delivering high-quality commercial, institutional, and mixed-use projects. With a focus on operational excellence, safety, and client satisfaction, we bring decades of experience to complex building environments—ranging from high-rises and schools to government and infrastructure-related vertical structures.
The Project Admin supports the onsite project management team by performing a variety of administrative and contract-related tasks to ensure the efficient coordination of documentation, subcontractor onboarding, and project compliance. This position plays a key role in tracking construction documents, processing subcontracts and purchase orders, and providing administrative support throughout the lifecycle of a construction project.
Responsibilities
General Project Administration:
Qualifications
Who is OHLA USA?
We are a global construction and infrastructure company dedicated to building a better, safer, and more sustainable world for generations to come. With projects spanning across Europe, Latin America, and North America, we bring international expertise and innovative solutions to the communities we serve. We are committed to making a difference within our communities, who depend on the safety and reliability of the structures we build—and this is only possible with our greatest asset: our people!
OHLA USA brings together the construction industry's most diverse talent who thrive in a collaborative work environment and appreciate challenges and opportunities.
OHLA Building, a division of OHLA USA, is a leading general contractor specializing in vertical construction, delivering high-quality commercial, institutional, and mixed-use projects. With a focus on operational excellence, safety, and client satisfaction, we bring decades of experience to complex building environments—ranging from high-rises and schools to government and infrastructure-related vertical structures.
The Project Admin supports the onsite project management team by performing a variety of administrative and contract-related tasks to ensure the efficient coordination of documentation, subcontractor onboarding, and project compliance. This position plays a key role in tracking construction documents, processing subcontracts and purchase orders, and providing administrative support throughout the lifecycle of a construction project.
Responsibilities
General Project Administration:
- Provide direct administrative support to the Project Manager and other field staff.
- Organize, maintain, and update all project files and logs (RFIs, submittals, change orders, contracts, insurance certificates, etc.).
- Track and process project documentation in accordance with company standards.
- Assist with onboarding subcontractors and vendors, ensuring proper documentation and compliance requirements are met (e.g., COIs, W-9s, vendor set-up forms).
- Help manage daily site reports, timesheets, and other field-related records.
- Coordinate document flow using construction management software (e.g., Procore, Autodesk Build, CMiC, etc.) and SharePoint.
- Monitor and track subcontractor and vendor insurance expirations and lien releases.
- Maintain office supplies and coordinate logistics for deliveries, visitors, and office support at the project site.
- Support project closeout documentation and warranty file organization.
- Prepare subcontracts and purchase orders in coordination with project managers and the purchasing team.
- Manage various construction-related documents, ensuring timely review, tracking, and filing of executed agreements.
- Review and negotiate customer contracts to ensure project scope is accurately captured.
- Provide redlined recommendations and coordinate negotiation efforts directly with customers, project managers, purchasing staff, and legal counsel until final agreement is reached.
- Assist with contractual matters as they arise, including asserting and documenting claims for non-payment.
- Track and record all terms and conditions for construction service contracts.
- Support proposals by obtaining offers from subcontractors on a back-to-back basis for construction and related services.
Qualifications
- 3 years of administrative experience, preferably in the construction or engineering industry.
- Strong organizational and multitasking skills in a fast-paced field environment.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook), SharePoint, and PDF editing tools.
- Experience using construction management platforms (e.g., Procore, Autodesk Build, CMiC, Textura, e-Builder, or similar) preferred.
- Familiarity with Florida construction compliance, certified payroll, contract management, and COI requirements is a plus.
- Excellent communication and interpersonal skills.
- Bilingual in English/Spanish is a plus, especially for projects with diverse teams and subcontractors.
- High school diploma or equivalent required; Associate’s degree or administrative certificate preferred.
- Medical, Dental, & Vision Insurance
- Short- and Long-Term Disability & Life Insurance
- 401(k) retirement plan with employer matching
- Tuition Reimbursement after 1 year of employment
- Personal Time Off Program (PTO)
- Engaging work environment
- And much more!!