Project Administrator

Jobtailor; San Francisco (CA); On-site; USD 70,000 - 95,000; Full time

Job summary

Jobtailor in San Francisco, CA seeks a detail-oriented Project Administrator to support the Project Manager and team with administrative and coordination duties. You will build relationships with clients and vendors, produce reports and meeting materials, and manage calendars, deadlines, and action items.

The role requires 3–5 years in construction administration or related fields, strong MS Office and Newforma skills, and excellent proofreading and communication abilities.

Qualifications

• 3–5 years of construction administrative or clerical experience.
• Project coordination experience is a plus.
• Associate degree in Business Administration, Construction, or Project Management or equivalent experience.
• Confidentiality and discretion in handling information.
• Proficiency in spreadsheet and database software.
• Proficiency in Newforma.
• Basic MS Word/Excel skills; advanced MS Office Suite tools.
• Experience with Procore, Bluebeam, PlanGrid preferred.
• Excellent proofreading and time-management skills.
• Strong communication and ability to meet deadlines.

Responsibilities

• Provide PM and team with project management, organizational, and administrative support.
• Build and maintain client, contractor, and stakeholder relationships.
• Produce project reports, logs, and meeting materials.
• Coordinate meetings, deliverables, calendars, deadlines, and minutes.
• Support planning tools and document control activities.
• Back up other Project Administrators and Document Controllers.
• Produce site Observation Reports and support CA meetings.
• Process RFIs and Submittals; maintain CA databases/logs.
• Coordinate multi-author RFI responses for consistency and timeliness.
• Generate reports on document response times and lateness.
• Maintain project filing systems and current records.
• Coordinate outgoing submitted packages and follow up on action items.
• Participate in Construction Administration meetings and design team meetings.
• Coordinate site visits and assist with Owner/GC Design Review meetings.
• Support Change Management and document control activities.
• Assist with project outputs, milestones, bulletins, and design package issuances.
• Prepare and format specifications, correspondence, memos, and other docs.
• Develop Word, Excel, and PowerPoint templates with management.
• Perform proofreading and project quality control monitoring.
• Identify unverified outputs and review actions with the PM.

Skills

Construction administration

Project coordination

Spreadsheet software

Database software

Newforma

MS Word

MS Excel

MS Office Suite

Bluebeam

Procore

ACC

PlanGrid

Proofreading

Time management

Communication

Deadline-driven

Independent worker

Education

Associate degree in Business Administration

Associate degree in Construction

Associate degree in Project Management

Tools

Newforma

MS Word

MS Excel

MS Office Suite

Bluebeam

Procore

ACC

PlanGrid

Job description

• Provide project management, organizational, and administrative support to the Project Manager and Project Team
• Build and maintain relationships with clients, contractors, external team members, and internal stakeholders
• Produce project reports, logs, meeting materials, and other project documentation
• Coordinate project meetings, deliverables, calendars, deadlines, and meeting minutes
• Support project planning and monitoring tools
• Provide backup to other Project Administrators and Document Controllers
• Produce site Observation Reports and support Construction Administration meetings
• Process RFIs and Submittals and maintain Construction Administration databases and logs
• Coordinate multi-author RFI responses and documents for consistency, cohesion, and timeliness
• Generate reports on Construction Administration document response times and lateness
• Maintain project filing systems and current project records
• Coordinate outgoing reviewed Submittal Packages and follow up on open RFIs, Submittals, and action items
• Participate in Construction Administration meetings, OAEC meetings, CA Log review meetings, and design team meetings
• Coordinate team site visits and assist with on-site Owner/GC Design Review meetings
• Support Change Management and Document Control activities
• Assist with Project Output, design milestone issuances, bulletins, and formal design package issuances
• Prepare and format specifications, correspondence, memos, meeting minutes, and other project documentation
• Develop Word, Excel, and PowerPoint templates with management
• Perform proofreading and project quality control monitoring
• Identify and hold unverified Project Output and review required actions with the Project Manager

Requirements

• 3–5 years of construction administrative or clerical experience
• Previous project coordination experience and familiarity with construction is a plus
• Associate degree related to Business Administration, Construction, or Project Management required, or equivalent work experience
• Ability to maintain confidentiality and exercise extreme discretion
• Proficiency in spreadsheet and database software
• Proficiency in Newforma
• Basic proficiency in MS Word
• Basic proficiency in MS Excel
• Proficiency in MS Office Suite and Bluebeam
• Procore, ACC, Bluebeam, and PlanGrid experience preferred
• Excellent proofreading skills
• Highly organized with good time management skills
• Excellent communication skills
• Ability to meet deadlines
• Availability during regular business hours and, when necessary, beyond regular business hours
• Ability to work independently and as an effective team member in a fast-paced environment

Core Competencies

Demonstrates strong project management and organizational skills, with proficiency in construction administration and documentation processes. Capable of maintaining effective communication and relationships with clients and stakeholders while ensuring timely project deliverables.

Highest-signal resume keywords

• Project Coordination
• Construction Administration
• Proficiency In Newforma
• MS Office Suite Proficiency
• Excellent Proofreading Skills

Hard Skills

• Project Management
• Construction Administration
• Spreadsheet Software Proficiency
• Database Software Proficiency
• Document Control
• RFI Processing
• Report Generation
• Quality Control Monitoring
• Time Management
• Change Management

Soft Skills

• Excellent Communication Skills
• Highly Organized
• Ability To Meet Deadlines
• Ability To Work Independently
• Team Collaboration

Certifications & Qualifications

• Associate Degree In Business Administration
• Associate Degree In Construction
• Associate Degree In Project Management

Industry Keywords

• Construction Administration
• Project Documentation
• Client Relationship Management
• Project Filing Systems
• Construction Coordination

Tools & Technologies

• Newforma
• MS Word
• MS Excel
• MS Office Suite
• Bluebeam
• Procore
• ACC
• PlanGrid