Project Admin & Documentation Coordinator

Ascprop; Austin (TX); On-site; USD 52,000 - 66,000; Full time

Job summary

Ascprop in Austin, TX seeks a Project Administrator to support project operations, documentation management, and cross-department coordination. You will maintain accurate project records, manage permits and warranty processes, and provide day-to-day administrative support to project teams.

The role requires proactive, professional, detail-oriented individuals who can juggle multiple priorities, communicate effectively, and use Microsoft Office and Procore to keep projects on track.

Qualifications

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication.
• Ability to manage multiple tasks and meet deadlines.

Responsibilities

• Set up new projects in Procore and provide system access to employees assigned to each job.
• Upload project plans and download Issued for Permit (IFP) and Issued for Construction (IFC) documents from general contractors (GCs).
• Maintain organized and accurate project documentation in Procore and the company file share.
• Download and distribute revised drawings and project documents received from general contractors.
• Upload revised plans, submittals, RFIs, permits, and other project-related documentation.
• Prepare, process, and maintain certified payroll documentation as required.
• Communicate with vendors regarding materials, orders, deliveries, and other project-related needs.
• Process material orders and coordinate with the appropriate personnel to support project schedules.
• Process warranty requests and maintain accurate warranty logs.
• Track warranty requests and maintain organized records to support timely follow-up and resolution.
• Complete registrations and renewals for permits with applicable cities and counties for HME.
• Answer incoming phone calls and direct calls to the appropriate individuals or departments.
• Greeting visitors, receive deliveries, and direct them to the appropriate personnel.
• Provide general administrative support to project teams and other departments as needed.
• Perform other duties as assigned to support company operations

Skills

Organizational skills

Communication skills

Time management

Tools

Microsoft Office (Outlook, Word, Excel)

Job description

Ascprop in Austin, TX seeks a Project Administrator to support project operations, documentation management, and cross-department coordination. You will maintain accurate project records, manage permits and warranty processes, and provide day-to-day administrative support to project teams.

The role requires proactive, professional, detail-oriented individuals who can juggle multiple priorities, communicate effectively, and use Microsoft Office and Procore to keep projects on track.