Project Administrator

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

We are seeking a highly organized, detail-oriented, and dependable Project Administrator to support project operations, documentation management, administrative functions, and coordination across multiple departments. This position plays an important role in maintaining accurate project records, coordinating with general contractors and vendors, managing permitting and warranty processes, and providing day-to-day administrative support.

The ideal candidate is proactive, professional, and able to manage multiple priorities while maintaining accuracy, organization, and effective communication.

Key Responsibilities

Project Administration & Document Control

• Set up new projects in Procore and provide appropriate 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, Requests for Information (RFIs), permits, and other project-related documentation
• Prepare, process, and maintain certified payroll documentation as required
• Communicate and correspond with vendors regarding materials, orders, deliveries, and other project-related needs
• Process material orders and coordinate with the appropriate personnel to support project schedules

Warranty & Permitting Administration

• 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

General Office Administration

• 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

Qualifications

• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines
• Proficiency in Microsoft Office applications, including Outlook, Word, and Excel

We maintain a drug-free workplace and are committed to ensuring a safe, healthy, and productive environment for all employees and customers.

We hope this information helps you make an informed decision as you consider your next employer.

The company is committed to inclusive hiring practices. As an equal opportunity employer, we consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.