Project Administrator

Anning-Johnson Co; California (MO); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Bonus program

Benefits package

Job summary

Anning-Johnson Co is seeking a detail-oriented Project Administrator to help drive efficient project operations, maintain communication channels, and support field and project teams. This role requires strong organizational skills, proactive problem-solving, and the ability to manage multiple tasks across bids, plans, RFIs, and cost tracking.

Responsibilities include bid file management, plan setup, document routing, cost code updates, and collaboration with subcontractors and foremen.

Qualifications

• Proven experience as a Project Administrator, Project Coordinator, or similar role in construction or related industry.
• Familiarity with project management principles, methodologies, and documentation processes.
• Excellent organizational skills with meticulous attention to detail.
• Strong communication skills to collaborate with cross-functional teams, subcontractors, and clients.
• Problem-solving abilities with a proactive mindset.
• Ability to manage multiple projects simultaneously and meet deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High integrity, professionalism, and discretion when handling sensitive information.
• Strong interpersonal skills to foster positive working relationships.
• Adaptability to evolving project needs and willingness to take on new challenges.
• Commitment to maintaining accurate records and documentation.

Responsibilities

• Establish and manage temporary holding folders for incoming bids and organize bidding files by project.
• Initiate PlanGrid projects and OST bids, and upload drawing sheets to relevant platforms.
• Route RFIs, Submittals, Shop Drawings, Schedules, and other documents with markups.
• Maintain the RFI log and document EWA numbers with thorough email records.
• Price EWAs and input data into the system, including sub-tickets.
• Input priced CORs with backup documentation and create field copies for foremen.
• Assemble COR customer pending logs using COINs reports and templates.
• Overlay new drawing sets in PlanGrid/OneNote for awarded projects and update COINs cost codes.
• Coordinate Hold Harmless Agreements (HHAs) with subcontractors and manage approvals.
• Assist with verification of employment, weekly checklists, and HR records in UKG.
• Provide general admin support and contribute to future project submittal tasks.

Skills

PlanGrid

ESTIMATING

Budgeting

Blue Print Comprehension

Project Management

Problem Solving

Tools

OneNote

UKG

COINs

Job description

POSITION SUMMARY

The Project Administrator will be a key figure in facilitating efficient project operations, maintaining effective communication channels, and ensuring the overall success of our projects. This role requires a detail-oriented individual with excellent organizational skills and a proactive approach to problem-solving.

RESPONSIBILITIES

• Estimating Support
  • Establish and manage temporary holding folders for incoming potential bids, ensuring bid documents are correctly categorized and distributed.
  • Create dedicated bidding folders for each project, effectively organizing bidding files in accordance with project specifications.
  • Initiate PlanGrid projects and OST bids for respective projects, ensuring accurate and efficient project setup.
  • Upload drawing sheets to relevant platforms and coordinate the procurement of physical copies of drawings.
• Project Manager Support
  • Facilitate the routing of RFIs, Submittals, Shop Drawings, Schedules, and other project-related documents, incorporating markups into designated drawing sheets.
  • Maintain the RFI Log by updating information promptly and accurately.
  • Issue and document EWA (Extra Work Authorization) numbers for designated projects, maintaining thorough email documentation for directed extra work.
  • Collaborate with the team to price EWAs, inputting data into the system, and ensuring timely completion, including sub-tickets.
  • Input priced Change Order Requests (CORs) into the system, supported by accurate backup documentation; create approved field copies for project foremen’s reference.
  • Assemble COR customer pending logs using COINs exported reports and a predefined spreadsheet template, distributing to the projects PM by the established deadline.
  • Utilize PlanGrid and OneNote to overlay new drawing sets for awarded projects, ensuring updated information is accessible to all stakeholders.
  • Update project cost codes within COINs as needed.
  • Coordinate Hold Harmless Agreements (HHAs) by communicating requirements to subcontractors, verifying received documents, and managing the approval process.
• Construction Manager | Field Support
  • Collaborate with relevant teams for verification of employment, direct deposit, and wage changes.
  • Assist with the completion of weekly checklists and envelope stuffing.
  • Maintain accurate employee information, certifications, and training records using the UKG system.
• Admin Support
  • Provide general administrative support to the team as required.
• Future Tasks
  • Collaborate in assembling project submittal packages for newly awarded projects.
  • Create project submittal transmittals for attic stock and project samples, ensuring proper labeling and distribution.
  • Compile paint shop drawings using OST software/functions for customer and internal use.
  • Create and manage AJ Meeting Minutes for specified projects’ weekly internal meetings.
  • Update Project Status Reports "Hotlist" for specific projects.

QUALIFICATIONS

Experience & Education

• Proven experience as a Project Administrator, Project Coordinator, or in a similar role within the construction or related industry.
• Familiarity with project management principles, methodologies, and documentation processes.
• Excellent organizational skills with meticulous attention to detail.
• Exceptional communication skills, both written and verbal, to effectively collaborate with cross-functional teams, subcontractors, and clients.
• Strong problem-solving abilities with a proactive and solution-oriented mindset.
• Ability to prioritize tasks and manage multiple projects simultaneously, meeting deadlines consistently.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High degree of integrity, professionalism, and discretion when handling sensitive information.
• Strong interpersonal skills with the ability to foster positive working relationships with team members and stakeholders.
• Adaptability to evolving project needs and a willingness to take on new challenges.
• A commitment to maintaining accurate records and documentation throughout projects.
• Previous experience in the construction industry is a plus.

The above describes the essential content of and requirements for proficient performance in the position and is not meant to be all-inclusive.

We are a affirmative action/equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, national origin, race, religion, sex, sexual orientation, gender identity, protected veteran status, or disability status.

Note: The salary range is $$55 to $75k based on education and experience. This is in addition to a generous benefits package and bonus structure.

Behaviors

• Team Player - Works well as a member of a group
• Enthusiastic - Shows intense and eager enjoyment and interest
• Detail Oriented - Capable of carrying out a given task with all details necessary to get the task done well
• Dedicated - Devoted to a task or purpose with loyalty or integrity

Skills

• 00 - Project Management (preferred)
• 00 - Problem Solving (preferred)
• 00 - PlanGrid (preferred)
• 00 - ESTIMATING (preferred)
• 00 - Budgeting / Cost Management (preferred)
• 00 - Blue Print Comprehension (preferred)

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.