Onsite Project Administrator — Railroad Construction

Leadline Inc.; Boston (MA); On-site; USD 75,000 - 90,000; Full time

Job summary

Railroad Construction Company, Inc. is seeking a Project Administrator to provide administrative and operational support to project management and office leadership teams in a fast-paced construction environment.

Responsibilities include coordinating project documentation, maintaining accurate records, processing project-related paperwork, and facilitating communication with internal and external team members.

Qualifications

• Minimum of 5 years of experience in construction administration, project coordination, document control, or related construction support functions.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Experience supporting heavy civil, railroad, transportation, or commercial construction projects preferred.
• Familiarity with Vista, E-Builder, Procore or similar construction management software.
• Strong organizational and multitasking skills, with the ability to adapt to changing priorities in a fast-paced construction environment.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Detail-oriented with strong document management and record-keeping skills.
• Strong understanding of construction terminology, project workflows, contract administration, and document control processes.
• Experience with Adobe Acrobat/Bluebeam.

Responsibilities

• Provide direct administrative and operational support to Project Managers, Superintendents, and project teams.
• Manage multiple calendars and coordinate meetings involving internal and external team members
• Prepare correspondence, meeting minutes, reports, presentations, and other business documents
• Maintain electronic and hard-copy filing systems, distribute incoming and outgoing mail, and support daily office operations.
• Serve as a professional point of contact for clients, vendors, subcontractors, and internal team members
• Support construction document control processes, including submittals, RFIs, drawings, correspondence, project logs, and tracking reports, ensuring timely review, approval, and distribution.
• Organize and maintain electronic and physical project filing systems in accordance with company and client requirements.
• Assist with the preparation, distribution, execution, and tracking of subcontracts, purchase orders, change orders, amendments, and closeout documentation.
• Coordinate invoice review and approval workflows with project management and Accounting, including processing material invoices, subcontractor invoices, and payment applications.
• Support vendor and subcontractor solicitation efforts and maintain quotation records.
• Assist with data collection and reporting for Project Executives and Project Managers.
• Support Good Faith Effort processes and documentation requirements for MWDBE participation on project pursuits and contracts.
• Assist new hires with onboarding paperwork and coordinate submission of required documentation to headquarters.
• Maintain confidentiality of project, financial, and personnel information.
• Perform additional administrative and project support duties as assigned.

Skills

Communication skills

Organizational skills

Multitasking

Detail-oriented

Confidentiality

Construction terminology knowledge

Adobe Acrobat/Bluebeam familiarity

Tools

Vista

E-Builder

Procore

Bluebeam

Microsoft Office Suite

Adobe Acrobat

Job description

Railroad Construction Company, Inc. is seeking a Project Administrator to provide administrative and operational support to project management and office leadership teams in a fast-paced construction environment.

Responsibilities include coordinating project documentation, maintaining accurate records, processing project-related paperwork, and facilitating communication with internal and external team members.