Project Administrator

Phoenix Electric; Austin (TX); On-site; USD 46,000 - 62,000; Full time

Job summary

Phoenix Electric is seeking a Project Administrator to support project operations, documentation management, administrative functions, and cross-department coordination in Austin, TX. The role involves Procore project setup, document control, and collaboration with general contractors and vendors to keep schedules on track.

The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining accuracy and professional communication.

Qualifications

• Strong organizational skills with attention to detail.
• Excellent written and verbal communication abilities.
• Ability to manage multiple tasks and meet deadlines.
• Proficiency with Microsoft Office tools and Procore.

Responsibilities

• Set up new projects in Procore and manage access.
• Upload plans and manage IFC/IFP docs from GCs.
• Maintain organized project files and CNC documentation.
• Process payroll docs and coordinate with vendors.
• Support permitting and warranty administration.

Skills

Highly organized

Detail oriented

Excellent written and verbal

Multi-tasking

Microsoft Office

Procore

Vendor coordination

Tools

Procore

Microsoft Office

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.