Project Administrator

Zephyr U A S Inc; Los Angeles (CA); On-site; USD 48,216 - 61,992; Full time

Benefits offered by this job

Paid Medical

Dental

Vision

401(k) Plan

Paid Time Off

Paid Holidays

Disability Insurance

Educational Assistance

Performance-based Bonuses

Flexible/Hybrid Work Arrangements

Job summary

Zephyr U A S Inc in Los Angeles seeks a Project Administrator to support client operations in transit construction. This role includes managing document control, coordinating projects, and ensuring compliance with standards.

Applicants should have over three years of relevant experience and strong communication skills. Key benefits include medical, dental, and vision plans, 401(k) options, and hybrid work arrangements.

Qualifications

• Over three years of experience in project administration or supporting construction management.
• Proven ability to manage large volumes of documentation and correspondence.
• Meticulous attention to detail and strong follow-up capabilities.

Responsibilities

• Oversee intake and closeout procedures for projects.
• Coordinate with the construction management team to support project managers.
• Manage incoming correspondence and shared inbox.

Skills

Project administration

Document control

MS Office (Excel, Outlook)

Communication skills

Attention to detail

Tools

Procore

Bluebeam

Document management tools

Job description

Job Summary

As Project Administrator supporting our client, you will be the operational backbone of a specialized program coordinating third-party development and utility projects. You'll handle document control, contract administration, safety coordination, and operations, covering many aspects of transit construction.

Responsibilities

• Oversee the intake and closeout procedures for related development and utility projects, encompassing review, logging, and routing tasks to the correct team members.
• Coordinate with construction management team, operations and stakeholders to support the project manager.
• Manage the shared inbox and ensure that all incoming correspondence is routed promptly.
• Distribute and maintain monthly updates for the project, including project map, and related tracking documents.
• Make sure all documentation is completed and stored according to the client’s standards.
• Track Process Construction Work Plans (CWPs) and Requests for Information (RFIs) throughout review and approval stages.
• Complete Job Hazard Analyses (JHAs) and coordinate their review with the client.
• Handle requests for as‑built drawings and oversee document control for all project files.
• Manage Dig Alert clearance tickets by forwarding, tracking, and confirming clearances before excavation work.
• Conduct Daily Inspection Report (DIR) audits to verify adherence to documentation standards.
• Manage and monitor Right of Entry (ROE) requests and approval statuses with the client and related departments.
• Coordinate requests for track allocation, manage single‑tracking events, and organize bus bridge operations with the client’s Operations.
• Offer accounting assistance such as encumbrance tracking and task order management.

Qualifications

• Over three years of experience in project administration, document control, or supporting construction management, ideally within a rail, transit, or infrastructure setting.
• Proven ability to manage and monitor large volumes of documentation, correspondence, and action items simultaneously.
• Experience with Right of Entry, Dig Alert/811, or construction permitting processes is highly desirable.
• Proficient in MS Office (Excel, Outlook), document management tools, and shared inbox/ticketing systems.
• Meticulous attention to detail and thorough follow‑up ensure that all tasks are completed and nothing is overlooked.
• Possesses strong written and verbal communication skills and is comfortable engaging with contractors, agency staff, and internal team members.
• Experience working with Procore, Bluebeam, or comparable construction management platforms.
• Exposure to accounting support tasks like encumbrance tracking and task order management.
• Experience in utility coordination, review of adjacent developments, or transit operations coordination.
• Authorized to work in the United States.

Salary Range

$35.00 - $45.00 / hourly

Benefits

Paid Medical, Dental, and Vision, 401(k) Plan (with company match), Paid Time Off (PTO), Paid Holidays, Disability Insurance, Educational Assistance and Licensure Support, Performance‑based Bonuses, Service Awards, Flexible/Hybrid Work Arrangements (role‑dependent).

Equal Opportunity Employer Statement

At Zephyr Rail, we’re an equal opportunity employer dedicated to fostering diversity and inclusion.