Project Administrator

Talentify; Mattoon (IL); On-site; USD 28,000 - 30,000; Full time

Benefits offered by this job

Medical, dental & vision

PTO (paid time off)

Life Insurance

Job summary

Talentify is seeking a Project Administrator for an 18-month solar project in Mattoon, IL. You will provide onsite administrative and project coordination support, working with the Project Manager, Superintendent, and field team to keep documentation, reporting, purchasing, and day-to-day activities organized and on schedule.

The role requires strong organizational skills, experience supporting field-based teams, and proficiency with construction documentation.

Qualifications

• Experience providing administrative support to field-based teams and project leadership.
• Strong organizational skills and ability to manage multiple tasks in a fast-paced environment.
• Experience with construction documentation and payroll onboarding is a plus.

Responsibilities

• Provide daily administrative support to the onsite Project Manager, Superintendent, and construction team.
• Maintain project files, documentation, logs, and electronic records in an organized and accessible manner.
• Assist with processing and tracking purchase orders, invoices, receipts, and material documentation.
• Track project costs, expenses, and other project-related information to support accurate reporting.
• Assist with timekeeping by recording field personnel hours and preparing payroll documentation.
• Coordinate documentation for new employees, subcontractors, vendors, and site visitors for onboarding and access.
• Maintain and update daily reports, manpower reports, progress documentation, and project trackers.
• Assist with RFIs, submittals, change orders, and other construction documentation to support project controls.
• Support material deliveries with delivery tickets and packing slips; ensure records are complete.
• Coordinate meetings, schedules, calendars, and project-related communication among stakeholders.
• Prepare meeting notes and distribute action items for follow-up and accountability.
• Assist with document control and ensure project records are accurate and stored properly.
• Support safety and compliance documentation, including orientation and training records.
• Communicate with the corporate office, vendors, subcontractors, and field personnel to obtain necessary documentation.
• Help troubleshoot administrative issues and propose process improvements.
• Perform additional project administrative duties to support successful delivery.

Job description

Open — Talentify has a posting for this job. Posted 3 Nov 2026.

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About this job

Job Title: Project Administrator (18-month Solar Project)

Job Description

The Project Administrator provides onsite administrative and project coordination support for a large-scale solar construction project. In this role, you work closely with the Project Manager, Superintendent, field leadership, subcontractors, and the broader project team to keep documentation, reporting, purchasing, and day-to-day administrative activities organized and on schedule. This opportunity is ideal for someone who is highly organized, thrives in a fast-paced construction environment, and enjoys supporting a field-based project team.

Responsibilities

• Provide daily administrative support to the onsite Project Manager, Superintendent, and construction team.
• Maintain project files, documentation, logs, and electronic records in an organized and accessible manner.
• Assist with processing and tracking purchase orders, invoices, receipts, and material documentation.
• Track project costs, expenses, and other project-related information as needed to support accurate reporting.
• Assist with timekeeping by recording field personnel hours and preparing payroll documentation.
• Coordinate documentation for new employees, subcontractors, vendors, and site visitors to ensure proper onboarding and access.
• Maintain and update daily reports, manpower reports, progress documentation, and project trackers.
• Assist with tracking RFIs, submittals, change orders, and other construction documentation to support project controls.
• Support material deliveries by maintaining delivery tickets and packing slips and ensuring records are complete.
• Coordinate meetings, schedules, calendars, and project-related communication among project stakeholders.
• Prepare meeting notes and distribute action items to ensure follow-up and accountability.
• Assist with document control and ensure all project records are accurate, current, and properly stored.
• Support safety and compliance documentation, including orientation and training records for site personnel.
• Communicate with the corporate office, vendors, subcontractors, and field personnel to obtain necessary documentation and information.
• Help troubleshoot administrative issues that could impact field operations and work proactively to resolve them.
• Perform additional project administrative responsibilities as assigned to support successful project delivery.
• Demonstrated experience in project coordination and administration, preferably in a construction environment.
• Strong construction administration skills, including familiarity with RFIs, submittals, change orders, and project documentation.
• Proficiency in document control, including maintaining logs, electronic records, and organized filing systems.
• Experience providing administrative support to field-based teams and project leadership.
• Ability to track and reconcile project costs, expenses, and purchasing documentation.
• Strong organizational skills with the ability to manage multiple tasks and deadlines in a fast-paced setting.
• Effective written and verbal communication skills for interacting with project teams, vendors, and corporate staff.
• Attention to detail and accuracy in handling documentation, reports, and records.
• Comfort working in an active construction environment and collaborating with field personnel.

Additional Skills & Qualifications

• Experience supporting large-scale construction or solar projects is a plus.
• Familiarity with timekeeping processes and payroll documentation for field personnel.
• Ability to coordinate meetings, schedules, and calendars across multiple stakeholders.
• Skill in preparing clear meeting notes and tracking action items to completion.
• Experience supporting safety and compliance documentation, including orientation and training records.
• Capability to troubleshoot administrative issues and identify process improvements.
• Strong interpersonal skills and a collaborative approach to working with project managers, superintendents, subcontractors, and vendors.

This position is fully onsite at an active solar construction project and is based primarily in the project/site office or job trailer. The role involves regular interaction with field personnel and requires comfort working in a busy construction environment with ongoing site activities. The schedule may vary depending on project needs and construction phases. The position offers paid time off, including two weeks of PTO and additional paid days off. The work setting emphasizes safety, teamwork, and clear communication to support successful project execution.

Job Type & Location

This is a Contract position based out of Mattoon, IL.

Pay and Benefits

The pay range for this position is $20.00 - $22.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Job Type & Location

This is a Contract position based out of Mattoon, IL.

Application Deadline

This position is anticipated to close on Nov 17, 2026.

Workplace Type

This is a fully onsite position in Mattoon,IL.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.

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