Project Administrator

Suffolk Construction; New Haven (CT); On-site; USD 45,000 - 65,000; Full time

Job summary

A major construction firm in New Haven, CT seeks a Project Administrator to provide crucial administrative support to project teams and management. Responsibilities include maintaining project documentation, managing project information, and assisting with coordination tasks. The ideal candidate will be proficient in Microsoft Office, particularly Word, Excel, and Outlook, and have strong organizational and communication skills. A 4-year degree or equivalent experience is preferred. This full-time position emphasizes the importance of confidentiality and teamwork.

Qualifications

• Proficient in basic administrative functions and skilled in office equipment.
• Ability to manage and prioritize tasks/projects with little supervision.
• Construction background preferred, but not necessary.

Responsibilities

• Provide administrative support to project team and management.
• Maintain project information in Procore as required.
• Assist project team with closeout coordination and preparation of manuals.

Skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

Excellent written and verbal communication

Typing speed minimum of 45-50 wpm

Ability to manage and prioritize tasks

Education

4-year college degree or equivalent work experience

Job description

Project Administrator

Location: New Haven, CT, US

Type: Regular Full-Time

The Role

The Project Administrator provides administrative support on a daily basis to the project team and others as directed by management.

Responsibilities

• Performs administrative functions and provides administrative support to project team and/or executive group in field or office as designated by management
• Type, fax, copy, transcribe and distribute project documents and correspondence such as the subcontract base, subcontracts, purchase orders and various letters, and create and maintain paper and electronic project files according to Suffolk guidelines
• Maintain and track project information in Procore as required
• Follow up with subcontractors regarding project paperwork as needed
• Assist project team with closeout coordination and preparation of O & M Manuals
• Work with project team and manager(s) as directed to achieve departmental objectives
• Sort, distribute and follow up with project mail and faxes; prepare outgoing packages and mail to meet daily deadlines
• Order supplies for project team/office
• Maintain personal, office, and jobsite space (if applicable) in a neat and organized manner
• Set up project binders and order project drawings from local printing resources
• Assist in the preparation and distribution of project punchlists
• Archive all project documentation according to Suffolk guidelines
• Participate in project and/or team meetings as needed
• Assist with daily planning of managers' schedules, meetings, and possibly travel (through corporate agency), if assigned

Qualifications

• Proficient in basic administrative functions and skilled in the use of office equipment and computer software including Microsoft Word, Excel, and Outlook
• Ability to manage and prioritize tasks/projects with little supervision
• Excellent written and verbal communication skills
• 4-year college degree or equivalent work experience desired
• Construction background preferred, but not necessary
• Professional appearance and manner
• Typing speed minimum of 45‑50 wpm
• Positive attitude
• Ability to work independently and as part of a team
• Respect for confidential information; good judgment
• Flexible, detail‑oriented
• Ability to work in a fast‑paced environment and prioritize effectively
• Dedicated and hard‑working
• Takes initiative within area of responsibility
• The ability to manage and embrace change. Respond and adapt to new processes and new ways of looking at old problems
• Candidate must possess Suffolk's Core Values: Passion, Integrity, Hard Work, Professionalism, and Caring

Working Conditions

While performing the duties of this job, the employee is regularly required to sit for long periods of time; talk or hear; perform fine motor, hand and finger skills in the use of a keyboard, telephone, or writing. The employee is frequently required to stand; walk; and reach with arms and/or hands. Specific vision abilities include close vision, distance vision, depth perception and the ability to adjust focus. The employee will spend their time in an office environment with a quiet to moderate noise level. Job site walking.

EEO Statement

Suffolk provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, pregnancy or maternity, national origin, citizenship, genetic information, disability, protected veteran, gender identity, age or any other status protected by law. This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment. Suffolk will not tolerate any unlawful discrimination toward, or harassment of, applicants or employees by anyone at Suffolk, or anyone working on behalf of Suffolk.