Project Admin Assistant

EMCOR Group, Inc.; Portland, Northern (OR, KY); Hybrid; USD 42,000 - 68,000; Full time

Benefits offered by this job

Health benefits

401(k)

Paid time off

Paid holidays

Flexible spending accounts

Life insurance

Disability insurance

Employee assistance program

Job summary

EMCOR Group, Inc. in Portland, OR is seeking a Project Admin to support the Project Manager and Assistant PM, handling daily paperwork, timecards, field reports, and related forms using Viewpoint/Vista and MS Office.

This role requires attention to detail, strong communication, and the ability to multitask in a field-office environment, working with cross-functional teams to keep projects on track and compliant.

Qualifications

• HS Degree or equivalent.
• Ability to work in a fast-paced environment.
• Proficient in MS Office Suite.
• Bluebeam Revu preferred.
• Able to communicate effectively in writing and verbally.
• Ability to multitask.

Responsibilities

• Support Project Manager and Assistant Project Manager with daily administrative tasks.
• Track paperwork, timecards, and field daily reports using Viewpoint/Vista and MS Excel.
• Process payroll-related paperwork and reimbursements as needed.
• Prepare and submit reports to project teams and executives.
• Order office supplies and coordinate logistics for site visits.

Skills

MS Office Suite

Written & verbal communication

Multitasking

Team collaboration

Bluebeam Revu (preferred)

Education

HS Diploma or equivalent

Tools

Bluebeam Revu

Job description

About Us

We are a multidisciplinary electrical firm with the in‑house expertise to plan, construct, install, and fully integrate a full range of electrical, control, and telecom systems. We offer a comprehensive line of innovative electrical solutions, performing work collaboratively—under one roof—to help us lower costs, increase accuracy, and promote project efficiency.

Job Summary

The Project Admin (PA) will assist and support the Project Manager (PM) and Assistant Project Manager (APM). Track daily paperwork, timecards, field daily reports and other various forms using Viewpoint/Vista, Microsoft Excel, and other Microsoft programs.

Essential Duties & Responsibilities

Payroll Functions

• Process timesheets (receive daily reports from field, input data into timesheets, send to payroll department)
• Process new hire paperwork (receive new hire paperwork, send to payroll, create new personnel timesheet, add new personnel to field daily’s)
• Process ROF and live checks (receive layoff information from superintendent, request live check from payroll, print check and get signature)
• Process and submit expense reimbursements (receive expense receipts, fill out expense form, check validity and enter into tracking spreadsheet, submit to PM for signature)
• Gather and submit market recovery documentation to Executive Coordinator (receive timesheets from site safety and submit to Executive Coordinator for review)

Project Team Support

• Project Management & multi‑departmental clerical support (document printing, scanning, copying and label printing, wire label printing, CX packet printing)
• Send OFCI equipment delivery reports to GCs (receives equipment packers from field, fill out/file/send receiving report to GC)
• Send field daily reports to GCs
• Order office supplies
• Plan appreciation lunches

Qualifications

• HS Degree or equivalent
• Ability to work in a fast‑paced environment
• Must be proficient in MS Office Suite
• Bluebeam Revue preferred
• Ability to work well independently and in a team environment
• Must be able to communicate effectively in written and verbal format
• Ability to multitask

Physical Demands

The physical demands described here are representative of those that must be met by a Project Admin to successfully perform the essential functions of this job.

The PA is occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl. The employee must be able to lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Direct reports

None

Work Environment

Field office-based. Typical working hours for the PA may vary. Generally Monday – Friday during normal business hours (7:00am-3:30pm), but when deadlines approach they may be required to work longer hours, including some weekend work.

Benefits

• Health & Welfare (medical, dental & vision)
• 401(k)
• 401(k) match
• Paid time off
• Paid holidays
• Flexible spending accounts
• Life insurance
• Disability insurance
• Employee assistance program

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.

Affirmative Action Policy

Please review our Affinitiive Action Policy.