Project Administrator

E&B Paving; Evansville (IN); On-site; USD 42,000 - 60,000; Full time

Job summary

E&B Paving is seeking an energetic Project Administrator to join our Evansville, IN team. The role supports both project administration and accounting functions, requiring strong organizational and communication skills to thrive in a fast-paced environment.

Key responsibilities include processing daily job cost reports, setting up in Vista/HeavyJob, managing contracts and COIs, coordinating submittals, safety documentation, and maintaining digital records to promote efficiency and accuracy

Qualifications

• High school diploma or GED; a two-year degree preferred.
• Experience in construction administration and job costing is desirable.
• Strong written and verbal communication with confidentiality.

Responsibilities

• Phone & Office Support: Answer phone calls and assist with general office administration duties.
• Daily Job Materials & Ticket Tracking: Input daily job materials, scan ticket records to file, and maintain organized digital records.
• Job Costing & Reporting: Run daily/weekly job cost reports, scan records to file, and process transactions to support accurate daily job cost reporting.
• Job Setup & System Management: Perform Vista/HeavyJob setups, and maintain and track the Job Setup / Completion Date tracking master form.
• Contract & Compliance Administration: Review contracts, order COIs, prepare Subcontract Work Orders, and manage site exchange sub-approvals.
• Bid & Legal Package Preparation: Prepare legal bid packages and coordinate required documentation for upcoming project submittals.
• Safety & Field Operations Support: Manage Tool Box Talks/Safety documentation and call in, track, and record utility locates (811/Indiana 811).
• Document Management: Maintain and manage master job files—including subcontractor/hauler agreements, bonds, and certificates of insurance—and coordinate with accounting to follow up on missing or expired items.
• Process Improvement: Contribute ideas aimed at streamlining workflows, reducing paper usage, and promoting digital tools for higher operational efficiency.
• Teamwork & Support: Participate in cross-training opportunities to support other administrative and operational roles within the office as needed.

Skills

Word

Excel

Google Sheets

Google Docs

Vista

HeavyJob

Education

High school diploma / GED

Two-year degree preferred

Tools

Vista

HeavyJob

Job description

We are seeking an energetic and reliable Project Administrator to join our Evansville, IN team. This role is ideal for someone who thrives in a fast-paced environment and enjoys supporting both project administration and accounting functions. The successful candidate will be highly organized, detail-oriented, and possess excellent written and verbal communication skills.

Key Responsibilities:

• Phone & Office Support: Answer phone calls and assist with general office administration duties.
• Daily Job Materials & Ticket Tracking: Input daily job materials, scan ticket records to file, and maintain organized digital records.
• Job Costing & Reporting: Run daily/weekly job cost reports, scan records to file, and process transactions to support accurate daily job cost reporting.
• Job Setup & System Management: Perform Vista/HeavyJob setups, and maintain and track the Job Setup / Completion Date tracking master form.
• Contract & Compliance Administration: Review contracts, order Certificates of Insurance (COIs), prepare Subcontract Work Orders, and manage site exchange sub-approvals.
• Bid & Legal Package Preparation: Prepare legal bid packages and coordinate required documentation for upcoming project submittals.
• Safety & Field Operations Support: Manage Tool Box Talks/Safety documentation and call in, track, and record utility locates (811/Indiana 811).
• Document Management: Maintain and manage master job files—including subcontractor/hauler agreements, bonds, and certificates of insurance—and coordinate with accounting to follow up on missing or expired items.
• Process Improvement: Contribute ideas aimed at streamlining workflows, reducing paper usage, and promoting digital tools for higher operational efficiency.
• Teamwork & Support: Participate in cross-training opportunities to support other administrative and operational roles within the office as needed.

Skills and Experience:

• Technical Skills: Proficiency in Word, Excel, Google Sheets, and Google Docs, with experience setting up and maintaining basic spreadsheets. Experience with Vista, HeavyJob, or similar construction management software is strongly preferred.
• Industry Experience: Previous experience in construction administration, job costing, or working with Department of Transportation (DOT) regulations is highly desirable.
• Communication & Confidentiality: Strong written and verbal communication skills, with the ability to handle confidential documents and correspondence professionally.

Education:

• Education: A high school diploma, GED, or equivalent is required. A two-year degree is preferred.

Compensation:

Compensation: Commensurate with experience.