Project Administrator

Undisclosed; City of Schenectady (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

Undisclosed is seeking a Project Administrator to support estimators, business development and operations. The role involves handling day-to-day admin duties, producing and submitting proposals, and supporting both local and national projects.

Strong MS Office skills and exceptional verbal and written communication are essential to meet tight deadlines. The candidate will work with cross-functional teams, manage submittal logs, and assist with subcontractor documentation while maintaining

Qualifications

• Highly motivated, reliable, and organized candidate.
• Proficient with Microsoft Word and Excel.
• Strong verbal, written, and presentation skills.

Responsibilities

• Assist with day-to-day administrative duties for proposals and submittals.
• Support estimators, business development, and operations teams.
• Maintain submittal logs and bid documents; track bid due dates.
• Assist with creating job folders and start-up booklets; ensure subcontractor submittals are in place.
• Assist with administrative duties and reception coverage as needed.

Skills

Microsoft Office

Verbal communication

Written communication

Organizational skills

Multi-tasking

Tools

Salesforce

Excel

Word

Job description

A dynamic Demolition Company is seeking a highly motivated, reliable and organized Project Administrator. The person filling this position will work directly with our Estimators, Business Development and Operations teams, will assist with day-to-day administrative duties, production and submittals of our proposals, and administrative support for our local and national projects. To be successful as a Proposal Administrator, you will need to be able to work on tight deadlines, be competent using Microsoft Office applications such as Word and Excel, and have exceptional verbal, written and presentation skills. Must have exceptional organizational skills, be able to multi-task and self-start new tasks.

Key Responsibilities:

PROSPECTIVE CUSTOMERS

• Assist Business Development Team in maintaining Salesforce (opportunities, contacts, etc.)
• Attend and contribute to Weekly Sales Meetings
• Assist with Pre-Qualifications and maintaining submittal log
• Download Bid RFP Documents and save to server for review
• Monitor and track Bid Due Dates
• Assist Estimating Team with Bid Submittal Documents
• Review Bid Submittals prior to submission; compile and submit once finalized.

PROJECT and JOB SET UP

• Create physical Job Folders and maintain all job folders (electronic and hard)
• Assist with creating Asbestos Job Start Up Booklets (as needed)
• Make sure that all Subcontractors have project submittals into Jackson prior to start.

SUBCONTRACTORS

• Assist with collecting certificate of insurance, W9 Form and tax-exempt form (if applicable)
• Assist with filing the completed Subcontractor paperwork (electronic and hard files)

OTHER

• State Licensing
• State Registration: Apply, Arrange Qualifier Testing, Secure and Maintain License (yearly renewals and annual financial reporting)
• Assist with Administrative Duties as needed
• Reception Coverage as needed
• Maintain all certificates of insurance