Project Administrator

MLP Plumbing & Mechanical, Inc.; Buffalo (NY); On-site; USD 42,000 - 65,000; Full time

Job summary

MLP Plumbing & Mechanical, Inc. in Buffalo, NY, is seeking a Project Administrator to support project managers and field teams on-site.

You will organize documentation, track contracts, change orders, and POs, and maintain accurate project files throughout the lifecycle. The role coordinates schedules and communications among internal teams, subs, and clients, ensuring deadlines are met and information is distributed promptly.

Qualifications

• Strong administrative and organizational skills with document management and scheduling.
• Proficiency with Microsoft Office Suite and project management tools/databases.
• Effective written and verbal communication with internal teams, subs, and clients.
• Attention to detail and accuracy in contracts, change orders, invoices, and financial data.
• Ability to prioritize tasks and manage multiple deadlines in a fast-paced field environment.
• Experience in construction or mechanical contracting is beneficial.
• High school diploma required; associate/bachelor's preferred in related field.

Responsibilities

• Organize project documentation and maintain accurate project files.
• Prepare and track contracts, change orders, and purchase orders.
• Coordinate schedules, meetings, and communications among teams, subs, and clients.
• Assist with budget tracking, invoice processing, and cost reports.
• Update project management systems and spreadsheets; ensure timely information flow.
• Help with compliance documents like permits, insurance certificates, and safety records.
• Identify opportunities to improve administrative processes.

Skills

Administrative skills

Organizational skills

Written communication

Verbal communication

Attention to detail

Construction experience beneficial

Education

High school diploma or equivalent

AS/BA in business or construction management preferred

Tools

Microsoft Office Suite

Project management tools/databases

Job description

Company Description MLP Plumbing & Mechanical, Inc., part of MLP Corporation, is Western New York’s premier commercial plumbing and mechanical contractor. Founded in 2003, the company began as a single-trade contractor specializing in plumbing, heating, ventilation, and air conditioning. Over time, MLP has expanded to provide design/build and construction management services, supporting clients through the full project lifecycle. The organization is widely regarded as a preferred contractor in the regional marketplace, recognized for reliable solutions and strong client relationships. Team members join a company that values quality, accountability, and comprehensive support for its clients’ mechanical and construction needs.
Role Description The Project Administrator is a full-time, on-site role based in Buffalo, NY, supporting project managers and field teams throughout the project lifecycle. Responsibilities include organizing project documentation, preparing and tracking contracts, change orders, and purchase orders, and maintaining accurate project files and records. The role coordinates schedules, meetings, and communication among internal teams, subcontractors, and clients, ensuring timely distribution of information and adherence to deadlines. The Project Administrator assists with budget tracking, invoice processing, and cost reports, and updates project management systems and spreadsheets. This position also helps with compliance-related documentation, such as permits, insurance certificates, and safety records, while identifying process improvements to enhance administrative efficiency.
Qualifications

• Strong administrative and organizational skills, including document management, scheduling, and record-keeping.
• Proficiency with office software (e.g., Microsoft Office Suite) and project management tools or databases.
• Effective written and verbal communication skills to coordinate with internal teams, subcontractors, and clients.
• Attention to detail and accuracy when handling contracts, change orders, invoices, and financial data.
• Ability to prioritize tasks, manage multiple deadlines, and work in a fast-paced construction or mechanical contracting environment.
• Experience in construction, mechanical contracting, or related industries is beneficial.
• High school diploma or equivalent required; associate’s or bachelor’s degree in business, construction management, or a related field is preferred.
• Demonstrated reliability, problem-solving skills, and a commitment to safety and compliance.