Project Administrator

Meteor Education; Raleigh (NC); On-site; USD 38,000 - 42,000; Full time

Benefits offered by this job

Competitive benefits package

Job summary

Meteor Education seeks a Project Administrator to support the Specialty Trades Division from preconstruction through closeout. You will work with sales, estimating, project management, purchasing, warehouse, and finance to maintain records, coordinate documentation, and ensure timely follow-through.

The role requires strong organization and communication skills; you will escalate issues to management as needed. This is a full-time position in Raleigh, NC and surrounding areas.

Qualifications

• High School Diploma required; some college or coursework in business, accounting, or construction management preferred.
• Three years of construction, subcontracting, or project administration experience preferred.
• Working knowledge of basic accounting principles and construction accounting practices
• Understanding of construction documentation, purchase orders, change orders, progress billings, retention, and project closeout.
• Proficiency in Microsoft Office, particularly Excel; experience with ERP, and/or construction management software preferred.
• Strong organizational, analytical, problem-solving, and written and verbal communication skills; ability to manage multiple priorities and meet deadlines.
• Ability to work independently and collaboratively, maintain confidential information, and recognize when issues require management review.

Responsibilities

• Set up and maintain project files, job records, ERP entries, and Monday.com board entries; support complete handoffs from estimating to project management and finance teams.
• Support document routing activities for review, approval, and signature, and track completion.
• Coordinate insurance certificates, endorsements, prequalification submissions, and bond documentation with designated personnel; track expirations, outstanding requirements, and approval confirmations.
• Coordinate purchase-orders, vendor invoices, and material records for project cost reconciliation in cooperation with finance, vendors, project teams, and the warehouse.
• Support progress billing and retention tracking by gathering approved changes, invoices, delivery records, and other required documentation for finance.
• Track administrative deadlines and action items; communicate with customers, general contractors, and internal teams, and escalates overdue or unresolved requirements.
• Assemble finance closeout documents, including, lien waivers, and final billing support; track outstanding items through completion.
• Maintain standard forms, checklists, and procedures; support employee training and recommend improvements to documentation, tracking, and administrative workflows.

Skills

Microsoft Excel

ERP systems

Construction management software

Excellent organization

Education

High School Diploma

Some college or coursework in business, accounting or construction management

Tools

Monday.com

ERP software

Job description

JOB TITLE: Project Administrator

DEPARTMENT: Specialty Trades

REPORTS TO: Associate Director

FLSA STATUS: Non-Exempt

JOB TYPE: Full Time

LOCATION: Raleigh, Wake Forest, Chapel Hill, NC or surrounding areas

COMPENSATION: $27.40-$30.28 per hour. Compensation will be commensurate with the scope of the role, responsibilities, and the skills and experience of the selected candidate

ADDITIONAL COMPENSATION:Annual bonus opportunity | Annual merit pay review

APPLICATION DEADLINE: Friday November 27th

CONFLICT OF INTEREST POLICY

At Meteor, integrity and transparency are paramount in all our operations and interactions. To avoid any potential conflicts of interest and maintain the trust of our public customers, we regret that we cannot consider applications from individuals who are currently employed by organizations that are customers of Meteor, where they hold positions that could influence the purchasing decisions regarding our products or services. This policy ensures fairness and impartiality in our hiring process and customer interactions.

If you fall under this category, we appreciate your understanding and encourage your continued support as a valued customer.

ABOUT METEOR EDUCATION

Meteor Education is a national provider of furniture and interior solutions tailor made for learning environments. For more than three decades, Meteor Education has redefined modern K-12 learning environment design. Our collaborative approach connects instructional practices with thoughtful design, creating modern spaces that prepare future-ready students and deliver measurable outcomes. We are a mission-driven, impact-focused company backed by Bain Capital Double Impact, committed to improving educational outcomes through better learning environments.

SUMMARY OF POSITION

The Project Administrator provides administrative and project support to the Specialty Trades Division from preconstruction through project closeout. The position works with sales, estimating, project management, purchasing, warehouse, and finance teams to maintain accurate records, coordinate required documentation, support billing, and ensure timely follow-through. The role supports established procedures and escalates exceptions to the appropriate manager.

ESSENTIAL RESPONSIBILITIES

• Set up and maintain project files, job records, ERP entries, and Monday.com board entries; support complete handoffs from estimating to project management and finance teams.
• Support document routing activities for review, approval, and signature, and track completion.
• Coordinate insurance certificates, endorsements, prequalification submissions, and bond documentation with designated personnel; track expirations, outstanding requirements, and approval confirmations.
• Coordinate purchase-orders, vendor invoices, and material records for project cost reconciliation in cooperation with finance, vendors, project teams, and the warehouse.
• Support progress billing and retention tracking by gathering approved changes, invoices, delivery records, and other required documentation for finance.
• Track administrative deadlines and action items; communicate with customers, general contractors, and internal teams, and escalates overdue or unresolved requirements.
• Assemble finance closeout documents, including, lien waivers, and final billing support; track outstanding items through completion.
• Maintain standard forms, checklists, and procedures; support employee training and recommend improvements to documentation, tracking, and administrative workflows.

QUALIFICATIONS

• High School Diploma required; some college or coursework in business, accounting, or construction management preferred.
• Three years of construction, subcontracting, or project administration experience preferred.
• Working knowledge of basic accounting principles and construction accounting practices
• Understanding of construction documentation, purchase orders, change orders, progress billings, retention, and project closeout.
• Proficiency in Microsoft Office, particularly Excel; experience with ERP, and/or construction management software preferred.
• Strong organizational, analytical, problem-solving, and written and verbal communication skills; ability to manage multiple priorities and meet deadlines.
• Ability to work independently and collaboratively, maintain confidential information, and recognize when issues require management review.

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

Meteor Education offers full-time employees a competitive benefits package designed to support their health, financial well-being, work-life balance, and families. Benefits include:

• Medical, dental, and vision insurance
• Telemedicine, mental health, and wellness resources
• Health Savings and Flexible Spending Account options
• A 401(k) retirement plan with pre-tax and Roth contribution options and an employer match
• Employer-paid and voluntary life, disability, and supplemental insurance options
• Paid time off and company-paid holidays
• Paid volunteer time
• Parental and family caregiver leave
• Benefits navigation and retirement-planning resources

Eligibility and coverage vary by benefit and are subject to the terms of the applicable plans and company policies.

Equal Opportunity Employer

Meteor Education is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other characteristic protected by law.