Project Administrator

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

Here is some basic information about this Position:

Position Name

Project Administrator

Company

Railroad Construction Company

Position Location

Position Type

Full Time

Remote Type

Onsite

$75,000 - $90,000 per year

JOIN OUR TEAM!

Railroad Construction Company, Inc. is seeking talented and motivated professionals to join our team. As an established leader in heavy civil and rail construction, we offer the opportunity to contribute to a growing organization, work alongside experienced professionals, and be part of a team committed to safety, quality, and excellence.

POSITION OVERVIEW

The Project Administrator will 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. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while supporting efficient project and office operations.

KEY RESPONSIBILITIES

Administrative & Office Support

• 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

Project Administration

• 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.

Requirements

To be considered, preferred applicants should present the following:

• 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

We are proud to offer the following benefits to our employees: