Project Administrator

Big-D Construction; Saint Paul (MN); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

Medical & Dental premiums paid

HSA with Employer Contribution

PTO & Holidays

Mental Health/Wellness Program

401k with match

Life Insurance & Disability paid for

Supplemental Benefits available

Job summary

Big-D Construction is seeking a highly organized Project Administrator to support project teams through contract administration, document management, billing coordination, and project closeout activities. The role collaborates with project managers, estimators, subcontractors, vendors and clients to keep contracts, PO's, invoices, change orders, insurance docs and project records accurate and current.

Based in our St.

Qualifications

• High school diploma or GED required.
• Experience with accounts payable/receivable preferred.
• Strong administrative and communication skills.
• Proficient with Microsoft Office and Outlook.
• Ability to manage multiple priorities and coordinate with project teams.

Responsibilities

• Contract administration with estimating/PM to create and issue contracts and purchase orders.
• Communicate with contractors, suppliers and clients regarding billings.
• Obtain and track insurance and licensing for subcontractors/vendors to mitigate risk.
• File preliminary lien and commencement notices for projects.
• Process project closeout documents (O&M manuals, etc.).
• Maintain and organize project documentation and reports.
• Assist with scheduling planning meetings for projects.
• Ensure invoices, contracts, change orders, and billings are up to date.

Skills

MSOffice

Outlook

Communication

Multitasking

Teamwork

AR/AP

Organizational skills

Education

High school diploma or GED

Tools

Microsoft Office Suite

Job description

Big-D Construction is seeking a highly organized and detail-oriented Project Administrator to support project teams through contract administration, document management, billing coordination, and project closeout activities. The ideal candidate will collaborate with project managers, estimators, subcontractors, vendors, and clients to ensure contracts, purchase orders, invoices, change orders, insurance documentation, and project records are accurate, current, and compliant.

Successful candidates will have strong administrative and communication skills, proficiency in Microsoft Office and Outlook, the ability to manage multiple priorities simultaneously, and a commitment to teamwork, safety, and delivering exceptional customer service. A high school diploma or GED is required, and experience with accounts payable/accounts receivable processes is preferred.

This position is based in our St. Paul, MN office.

Key Responsibilities

Documentation and Communication:

• Contract administration, working with estimating and project management in creating and issuing contracts and purchase orders for the project.
• Communicate with contractors, suppliers, and clients regarding billings.
• Manages risk by proactively gathering and tracking insurance and licensing requirements for subcontractors and vendors.
• File necessary preliminary lien and commencement notices for their projects.
• Process projects close out documents (O&M manuals, etc.)
• Maintain and organize project documentation and reports.
• Assist with scheduling planning meetings for projects.
• Help ensure project invoices, contracts, change orders, change events and billings are up to date.

Administrative Tasks

• Manage the filing of project documents to guarantee that all stakeholders have access to necessary information.
• Participate in project meetings and provide necessary project updates.
• Maintain records of expenses, labor hours, and project progress.
• Interacts with clients, vendors, and staff in a professional, courteous and appropriate manner.
• On-site support as needed.

Safety And Compliance

• Enforce health and safety protocols to minimize the risk of workplace accidents when on a jobsite.
• Committed to supporting Big-D’s policies and procedures.

Experience

• Highschool Diploma or GED

Critical Skills

• Proficient computer skills, including typing, Microsoft Office Suite
• Proficient in Outlook, organizing meetings, assigning tasks, working with distribution lists
• Clear written and verbal communication
• Organize and write procedures in a logical/methodical manner
• Ability to multitask and work on multiple projects simultaneously including managing priorities of multiple managers
• Consistently produces accurate work and has excellent attention to detail
• Work well in a team environment
• AR/AP skills

Benefits

• 100% Medical & Dental premiums paid for
• Health Savings Account (HSA) with Employer Contribution
• PTO & Holidays
• Mental Health/Wellness Program
• 401k with match
• Life Insurance & Disability paid for
• Supplemental Benefits available