Onsite Project Admin & Coordination Lead

W. G. Yates & Sons Construction Company; Norfolk (VA); On-site; USD 40,000 - 55,000; Full time

Job summary

W. G. Yates & Sons Construction Company is seeking an Onsite Project Administrator to provide comprehensive administrative and operational support to the project team.

This role coordinates information between the project site, Corporate departments, and internal teams, ensuring accurate documentation and timely follow-up. The ideal candidate will be organized, professional, and capable of handling multiple priorities in a fast-paced construction environment.

Qualifications

• Two (2) to four (4) years of administrative, project support, human resources, or related experience; experience in the commercial construction industry is preferred.
• High school diploma or equivalent required; associate degree in Business, Human Resources, Construction Management, or a related field preferred.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills with employees, management, clients, vendors, and other internal and external contacts.
• Ability to appropriately handle confidential and sensitive employee and business information.
• Strong attention to detail and commitment to maintaining accurate documentation and records.
• Proficiency in Microsoft Outlook, Word, Excel, Adobe Acrobat, and other applicable business systems.
• Ability to learn and effectively utilize Company and project-specific systems and technology.
• Strong problem-solving skills with the ability to identify needs, follow through on outstanding items, and escalated issues when appropriate.
• Ability to work effectively both independently and as part of a team.
• Adaptable and able to respond to changing project priorities and needs.
• Proactive approach to planning, organization, and follow-up.

Responsibilities

• Provide day-to-day administrative support to onsite project leadership and project team members.
• Coordinate information, documentation, and follow-up across the project site, Corporate departments, and other divisions to ensure required tasks are completed accurately and timely.
• Assist with the onsite onboarding and orientation of new employees, including coordination of project-specific documentation, access, equipment, training, and other first-day requirements.
• Coordinate with Human Resources, IT, Safety, Payroll, and other departments regarding employee and project administrative needs.
• Maintain project employee records, contact information, required forms, training documentation, and other project-specific records as assigned.
• Assist employees with routine administrative questions and direct HR, benefits, payroll, policy, or employee‑relations matters to the appropriate Company resource.
• Track outstanding documentation, approvals, training, and other administrative requirements and provide timely follow-up.
• Support project mobilization and demobilization activities, including employee arrivals, transfers, and departures.
• Prepare correspondence, reports, spreadsheets, presentations, forms, and other project documentation as needed.
• Maintain organized electronic and physical filing systems in accordance with Company and project requirements.
• Coordinate meetings, schedules, communications, and project events as requested.
• Assist with project office operations, including supplies, equipment, mail, deliveries, visitors, and general office organization.
• Support the collection and routing of timekeeping, payroll, expense, purchasing, or other administrative documentation as assigned.
• Communicate professionally with employees, subcontractors, vendors, clients, and visitors and assist in directing questions or requests to the appropriate project team member.
• Identify administrative needs or potential gaps and proactively coordinate with the appropriate individuals to resolve them.
• Maintain confidentiality and exercise appropriate discretion when working with employee, project, and Company information.
• Perform additional administrative and project‑support duties as assigned based on project needs.

Skills

Organizational skills

Time management

Communication skills

Confidential information handling

Microsoft Office proficiency

Learning new systems

Independent and team work

Education

High school diploma or equivalent

Associate degree in Business/HR/Construction Management

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Adobe Acrobat

Job description

W. G. Yates & Sons Construction Company is seeking an Onsite Project Administrator to provide comprehensive administrative and operational support to the project team.

This role coordinates information between the project site, Corporate departments, and internal teams, ensuring accurate documentation and timely follow-up. The ideal candidate will be organized, professional, and capable of handling multiple priorities in a fast-paced construction environment.