Project Administrator

BCC; Buffalo (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

BCC is seeking a Project Administrator to support the project team in Buffalo, NY by managing documentation, coordinating pay applications, submittals, RFIs, and closeout activities. The role requires strong organization, proactive communication, and the ability to multi-task in a fast-paced construction environment.

The successful candidate will work closely with the Project Manager, Superintendent, subcontractors, design team, and owner reps to keep records accurate and processes moving on

Qualifications

• Detail-oriented and organized professional capable of managing multiple project documents.
• Ability to coordinate with project managers, subs, design teams, and owners.
• Experience supporting pay applications, submittals, RFIs, and closeout processes.

Responsibilities

• Manage flow of project information, documentation, and admin coordination.
• Support pay applications, liens, retainages, and invoicing coordination.
• Maintain accurate project records and filing across systems.
• Coordinate subcontracts, bonds, insurance certificates, and startup docs.
• Route documents for approvals and ensure timely processing.
• Assist with meetings, agendas, minutes, and follow-up items.

Skills

Attention to detail

Proactive communication

Multi-priority management

Team coordination

Documentation proficiency

CMiC

MyCOI

Master Library

AIA docs

Tools

CMiC

MyCOI

Master Library

AIA docs

Job description

The Project Administrator supports the Project Team by managing the flow of project information, documentation, and administrative coordination needed to keep construction projects organized and moving efficiently. This role works closely with the Project Manager, Superintendent, subcontractors, design team, owner representatives, and internal departments to maintain accurate records, track required documentation, support submittal, RFI, change management, permit, meeting, compliance, and closeout processes, and help ensure project communication and paperwork are handled in a timely, professional, consistent, and organized manner.

The position requires strong attention to detail, proactive follow-up, clear communication, and the ability to support multiple project priorities in a fast-paced construction environment.

Each project and team is different, the project administrator role requires the ability to adapt as needed based on the circumstances

PRIMARY ROLE + RESPONSIBILITIES

Project Administration + Documentation

• Administer the first reviews of all documentation received to ensure completeness and accuracy.
• Manage the pay application process by clearly communicating deadlines and expectations, coordinating amongst all parties, and delivering the deliverables on site. In addition, reviewing all pay applications and invoices for approved change orders, appropriate retainages, lien waivers, and coordination with BCC accounts payable.
• Assist BCC accounting in generating complete project pay applications in a timely manner along with all project specific paperwork for submission to our clients.
• Assist in review of payments received from project clients, and release of applicable payments to subcontractors and vendors.
• Maintain accurate and current project information in company systems, including project management software, digital files, reports, and project records used by the Project Team.
• Establish and maintain organized project filing systems at project startup and keep files updated throughout the life of the project.
• Support subcontract startup by helping to prepare subcontracts and collecting required bonds, insurance certificates, compliance forms, and other startup documentation. They must be tracked throughout the lifecycle of the project.
• Route documents for proper approvals and help ensure required paperwork is complete, accurate, and processed in a timely manner.
• Process/organize/file routine project paperwork, including daily subcontractor manpower reports, weekly Toolbox Talk records, project photos, field delivery tickets, and other project records.
• Coordinate with the Project Team to maintain and update closeout documentation so information is complete and ready for a smooth transition to the Owner.
• Maintain consistency in project paperwork, filing practices, forms, and administrative procedures from project to project and team to team whenever possible.
• Assist with permit applications by gathering required information, preparing forms, tracking submissions, and supporting follow-up through approval or issuance.
• Support project closeout by helping manage subcontractor financial closeout, retainage releases, closeout documentation, turnover of O&M manuals, and other owner or contract-required closeout items.
• Become the project team expert with various software and services (MyCOI, Master Library, CMiC, AIA, etc.). Manage the passwords and permissions as applicable, and help train external team members as needed.
• Know the Procedures Manual as it relates to the Project Administrator role.
• Maintain mandatory jobsite postings.
• RFI process by helping track open items, monitor response status, and ensure responses from the architect or design team are accurately communicated to contractors.
• Track required compliance documentation, including M/WBE reporting, certified payroll, and other contract-required submissions.
• Follow up with subcontractors to correct compliance documentation issues and elevate significant concerns to the Compliance Department or Project Manager.
• Prepare or support regular reporting required by the Project Team, contract documents, or Compliance Department.
• Assist the Project Manager with change management, including creating subcontract change orders, tracking approval status, maintaining change logs, and generating related reports as needed.
• Assist with the creation of submittal logs and/or MEP matrix’s.
• Assist with any reporting back to the main office.

Project Team Support + Communication

• Support communication and coordination among the Project Manager, Superintendent, architect, owner, subcontractors, and internal project team to help keep information moving efficiently.
• Assist the Project Manager with organizing project meetings, maintaining Outlook coordination, preparing meeting agendas and materials, supporting meeting minutes, and tracking follow-up items as needed.
• Perform general office and project administrative tasks, which may include preparing forms, letters, memos, reports, meeting minutes, correspondence, mailings, copying, and other support work.
• Ensure project teams have basic office supplies and required safety supplies available, and coordinate restocking as needed.
• Coordinate project equipment and maintenance needs.
• Generate and maintain records for project badges or similar project access items when required.
• Assist the Project Team by anticipating needs, responding to priorities in a fast-paced environment, and doing what it takes to help maintain an organized and professional flow of work.
• Take on additional project support responsibilities as assigned to help the team deliver the project successfully and maintain client loyalty.

What This Role Owns

The Project Administrator owns the flow of project information, documentation, administrative coordination, and consistent project support practices.

Success in this role means:

• Documentation is organized
• Communication flows smoothly between the field, office, and project staff; along with all project members (subcontractors, vendors, design teams, and owners)