Project Administrator

Headley Construction; Newnan (GA); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Health insurance

Dental/Vision

401(k)

Paid time off

Paid holidays

Job summary

Headley Construction is seeking a dependable, organized Project Administrator to support our growing team in Georgia. You will handle project setup, subcontract administration, billing support, and closeout, serving as a key link between project teams, subcontractors, vendors, field personnel, and the administrative office.

Ideal candidates are detail-oriented, proactive, and strong communicators who thrive in a fast-paced environment and want to grow with the team.

Qualifications

• Strong organizational skills and attention to detail.
• Ability to manage multiple projects, deadlines, and priorities simultaneously.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Ability to learn and work effectively within construction and accounting software.
• Professional and comfortable communicating with project managers, field employees, subcontractors, vendors, clients, and company leadership.
• Ability to work independently while also functioning effectively as part of a team.
• Strong follow-through and willingness to take ownership of assigned responsibilities.

Responsibilities

• Assist with new project setup and maintain accurate project information in company systems.
• Support Project Managers and project teams during project startup.
• Establish and maintain project files and required documentation.
• Assist with project correspondence, documentation, tracking, and recordkeeping.
• Provide administrative support for project meetings and to field personnel.
• Assist with timecard/timekeeping questions and documentation.
• Assist with pay requests, submittals, RFIs and addenda as needed.
• Coordinate administrative portions of project closeout and warranties.

Skills

Organizational skills

Multitasking

Written & verbal communication

Microsoft Office proficiency

Team player & independent

Tools

Trimble Spectrum

ProjectSight

Trimble Pay

Microsoft Office (Outlook, Word, Excel)

Job description

Headley Construction is a relationship-driven commercial general contractor and construction management firm serving clients throughout Georgia and the Southeast. We believe successful projects start with strong relationships—with our clients, design partners, subcontractors, and, most importantly, our employees.

Our team delivers commercial construction projects through General Contracting, Construction Management, and Design-Build services. We take pride in approaching every project with integrity, accountability, collaboration, and a commitment to quality.

At Headley Construction, our culture is team-oriented and hands-on. Employees can work closely with company leadership, take ownership of their responsibilities, and play an important role in the success of our projects and organization.

Position Summary

Headley Construction is seeking a dependable, organized, and proactive Project Administrator to support our growing team. This position supports projects from initial project setup and subcontract administration through billing support and project closeout. The Project Administrator serves as an important link between project teams, subcontractors, vendors, field personnel, and the administrative office.

The ideal candidate is detail-oriented, proactive, and a strong communicator who enjoys working with people and can confidently mutli-task. We are looking for someone who takes ownership of their responsibilities, enjoys working in a fast-paced environment, and wants to grow alongside the team.

Key Responsibilities

Project Setup & Administration

• Assist with new project setup and maintain accurate project information within company systems, including Trimble Spectrum and ProjectSight.
• Support Project Managers and project teams during project startup.
• Establish and maintain project files and required documentation in accordance with company procedures.
• Assist with project correspondence, documentation, tracking, and recordkeeping throughout the life of the project.
• Provide administrative support for project meetings as needed.
• Provide administrative support to field personnel and Project Managers as needed.
• Assist field employees with timecard/timekeeping questions and documentation.

Monthly Payment Submissions (owner & subcontractor)

• Support team in filing pay request. Approval and gathering appropriate documentation.
• Manage Trimble Pay – point of contact for subs from setting up to submitting invoices and approvals. Work with office staff to obtain proper documentation
• Monthly Owner Billings.
• Assist with submittals / RFI’s / addendums as needed

Project Closeout

• Coordinate administrative portions of project closeout.
• Assist with collection and organization of warranties, closeout documents, final subcontractor documentation, and other required records.
• Follow up with project teams, subcontractors, and vendors regarding outstanding closeout items.
• Ensure project documentation is complete and properly filed prior to administrative closeout.

Events & Meetings

• Support company and project events including groundbreakings, topping-out ceremonies, ribbon cuttings, and similar events.
• Work with the Office Manager and project teams on event preparation and coordination.
• Provide meeting preparation and administrative support as needed.

Additional Administrative Support

• Assist with employee onboarding and new-hire orientation activities as assigned.
• Help maintain and update company Standard Operating Procedures (SOPs).
• Provide administrative support to the Preconstruction team with proposals, bid opportunities, and related documentation.
• Periodic site visits to gather photos

Qualifications

Required

• Strong organizational skills and attention to detail.
• Ability to manage multiple projects, deadlines, and priorities simultaneously.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Ability to learn and work effectively within construction and accounting software.
• Professional and comfortable communicating with project managers, field employees, subcontractors, vendors, clients, and company leadership.
• Ability to work independently while also functioning effectively as part of a team.
• Strong follow-through and willingness to take ownership of assigned responsibilities.

Preferred

• Previous administrative or project coordination experience in commercial construction, general contracting, or a related industry.
• Familiarity with construction terminology, project documentation, subcontract administration, and construction billing processes.
• Experience with Trimble Spectrum, ProjectSight, Trimble Pay, or similar construction management/accounting systems.
• Experience supporting multiple Project Managers or construction projects simultaneously.

Schedule

Monday – Friday

8:00 AM – 5:00 PM - This is an in-office position

Compensation

Competitive and commensurate with experience.

Headley offers Health insurance, dental/vision, 401(k), paid time off, & paid holidays.

Headley Construction is an Equal Opportunity Employer.