What are the responsibilities and job description for the Project Administrator position at Stephens Landscaping Professionals?
Description
About the Role
The Project Administrator supports the smooth and efficient execution of design-build projects. This position supports the construction department by assisting with work ticket management and scheduling, documentation, coordination, and team communication. The ideal candidate will be detail-oriented, organized, and capable of managing multiple priorities in a dynamic environment.
Compensation
Skills & Qualifications
As a team member, you play a vital role in upholding our company values. Your commitment to continuous growth and resilience ensures we tackle challenges with grit and determination. By acting with integrity, you help us consistently choose the right path, even when it’s the hardest one. Your collaboration strengthens our team, lifting others up and driving us to achieve more together. Attention to detail in your work builds the foundation for excellence, one step at a time. Above all, you contribute to fostering relationships, building trust, respect, and lasting connections that define who we are.
About the Role
The Project Administrator supports the smooth and efficient execution of design-build projects. This position supports the construction department by assisting with work ticket management and scheduling, documentation, coordination, and team communication. The ideal candidate will be detail-oriented, organized, and capable of managing multiple priorities in a dynamic environment.
Compensation
- This is a full-time, non-exempt position eligible for overtime in accordance with applicable law.
- Administrative Duties:
- Assist with the scheduling and tracking of work tickets for construction and enhancement projects.
- Manage the project invoicing processes, including assembling and submitting supporting documentation.
- Conduct daily time entry reviews and approvals for all construction teams to ensure accuracy in labor tracking.
- Input, track, and communicate team incidents with Project Managers to ensure resolutions are made in a timely manner.
- Prepare meeting agendas and record meeting minutes for internal project-related discussions.
- Organize and administer post-project surveys, client gifts, and Landscapes for Local Charities Program.
- Work closely with the construction leadership team to identify training opportunities, prepare supporting documentation, and execute new training with office and field teams.
- Assist with the development and implementation of departmental SOPs.
- Manage the Construction Operational Cadence calendar to ensure departmental adherence to key milestones, events, and needs on an annual basis.
- Ensure project work tickets and allocations of materials are added on a daily basis.
- Pre-Construction Assistance:
- Gather project plan sets and necessary documentation for all new construction projects to support Project Managers and field teams.
- Ensure all project documents are properly transferred, filed, and accessible to the appropriate teams through Aspire.
- Schedule, facilitate, and participate in comprehensive project handoff meetings between sales, design, and construction teams.
- Organize internal kickoff meetings to align team members and ensure clarity on objectives and responsibilities.
- Gather project material reports to assist with the preliminary procurement process from inventory.
- Communication Liaison:
- Act as a central communication hub between Project Managers, the Director of Construction, Purchasing, and the sales and design teams.
- Ensure a timely flow of information between departments to support project efficiency and issue resolution.
- Assist with daily dispatching and morning huddles with crews to ensure work ticket scheduling accuracy, consistency on daily visit notes, and communication of supporting documentation for active projects.
- Proactively identify potential administrative roadblocks and work with Project Managers to find solutions.
Skills & Qualifications
- Strong Organization & Detail-Oriented: Manages tasks, documents, schedules accurately.
- Excellent Communication (Written & Verbal): Clear interaction across teams, including agendas and minutes.
- Proficient in Office Software: Word, Excel, etc.
- Project Support Skills: Basic understanding of project flow and assistance.
- Problem-Solving & Proactive: Identifies and addresses potential issues.
- Time Management: Meets deadlines effectively.
- Strong Interpersonal Skills: Builds positive team relationships.
- Tech Savvy: Comfortable with relevant software (e.g., Aspire).
- Monday-Friday, 6:30 AM - 4:30 PM weekends and extended hours seasonally as needed.
As a team member, you play a vital role in upholding our company values. Your commitment to continuous growth and resilience ensures we tackle challenges with grit and determination. By acting with integrity, you help us consistently choose the right path, even when it’s the hardest one. Your collaboration strengthens our team, lifting others up and driving us to achieve more together. Attention to detail in your work builds the foundation for excellence, one step at a time. Above all, you contribute to fostering relationships, building trust, respect, and lasting connections that define who we are.