Project Administrator

Cambridge Companies Inc.; Scottsdale (AZ); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Great pay structures

Paid holidays

Full benefits

Vacation and paid sick time

Job summary

Cambridge Companies, Inc. is seeking a detail-driven Project Administrator to support our Preconstruction team from Scottsdale, AZ. This role blends project administration with day-to-day office tasks, coordinating meetings, tracking deliverables, and maintaining documentation across Procore and Smartsheet.

The successful candidate will manage cross-functional communication, assist with vendor coordination, and contribute to process improvements in a fast-paced environment.

Qualifications

• Associate or bachelor’s degree preferred; equivalent experience considered.
• Experience supporting cross-functional teams in AEC industry preferred.
• Demonstrated experience managing project documentation and milestones.
• Excellent organizational skills and attention to detail in documentation.
• Strong written and verbal communication across stakeholders.

Responsibilities

• Support Preconstruction across multiple projects to ensure timely delivery and quality.
• Lead meetings: agendas, minutes, and distribution coordinating with PMs.
• Schedule and document design/project kickoff meetings with subconsultants and owners.
• Track deliverables and milestones; flag risks and keep tasks on schedule.
• Coordinate with architects, engineers, geotechnical, and vendors; maintain relationships.
• Maintain project files and templates using Procore and Bluebeam.
• Manage Smartsheet for scope and decision tracking; assist with tool launches and training.
• Distribute and track review documents; schedule review meetings and incorporate comments.
• Assist with permit/AHJ tracking and ensure timelines and fees are documented.
• Capture lessons learned and improve preconstruction workflows.

Skills

Cross-functional coordination

Documentation management

Organizational skills

Communication skills

Multitasking

Education

Associate or Bachelor's degree in related field

Tools

Procore

Bluebeam

Smartsheet

Microsoft Office

Job description

Position: Project Administrator

Reports To: Senior Design Project Manager

Status: Non-Exempt

Rate: Hourly $25-$30 per hour

Department: Preconstruction

Location: Scottsdale, AZ

Company Overview:

Founded in 1988, Cambridge Companies, Inc. (CCI) is an Employee Owned & Operated (ESOP) design-build construction company for commercial and industrial projects with a sector focus in the Solid Waste and Transportation industries. We are a growing business with offices located in Scottsdale, AZ and Griffith, IN. Cambridge provides high-quality design and general contracting services and is licensed nationwide.

Position Summary:

Cambridge is seeking a detail-driven Project Administrator to support our Preconstruction team and broader office operations from our Scottsdale, AZ or Griffith, IN. This role is central to keeping our preconstruction, construction, and accounting project teams organized, informed, and moving forward. The successful candidate will bring proven experience coordinating cross-functional teams within the AEC industry, streamlining communication, optimizing project workflows, and ensuring the seamless tracking and execution of project deliverables.

This position blends project administration with day-to-day office administration, supporting Design Project Managers, Estimators, and the Precon team with documentation control, deliverable tracking, and coordination across dynamic, fast-paced environments. The ideal candidate thrives on balancing multiple priorities, drives process improvement, fosters collaboration among stakeholders, and brings a solutions-oriented mindset and a passion for operational excellence to every project and task.

Position Responsibilities – Project Administration:

• Support Preconstruction team across multiple projects simultaneously to ensure timely delivery and a high-level of project quality and customer service.
• Manage and maintain project documentation during the preconstruction process. Working closely with our Design Project Managers – the Project Administrator will provide the lead role for all projects in scheduling meetings, creation and distribution of agendas, and preparation and distribution of meeting minutes.
• Schedule, coordinate, and document design and project kickoff meetings with subconsultants, owners, and internal teams.
• Track project deliverables and milestones, proactively flagging risks to schedule and following up to keep tasks on track from kickoff through closeout.
• Assist with subconsultant and vendor coordination – maintaining relationships and communication with architects, engineers, geotechnical, civil, other outside consultants, vendors, and our clients.
• Maintain and organize project files, standards documents, and templates using platforms such as Procore and Bluebeam.
• Manage Smartsheet for scope and decision tracking and assist with the launch of and training on Smartsheet and other project tracking tools for the broader team.
• Support distribution and tracking of review/check set documents internally and externally and help schedule review meetings to discuss and incorporate comments.
• Assist with permit and Authority Having Jurisdiction (AHJ) tracking, ensuring submission timelines, fees, and requirements are documented and communicated to the appropriate teams.
• Identify and document lessons learned throughout the design process and help maintain a master lessons-learned document.
• Continuously identify opportunities to streamline communication and improve project workflows across the preconstruction process.

Requirements:

• Associate or bachelor’s degree in business administration, construction management, architecture, or a related field preferred; equivalent experience will be considered.
• Prior experience supporting cross-functional teams within the AEC (architecture, engineering, construction) industry strongly preferred.
• Demonstrated experience managing project documentation and standards, tracking project deliverables, and coordinating across dynamic project environments.
• Excellent organizational skills with strong attention to detail and accuracy in documentation.
• Strong written and verbal communication skills, with the ability to coordinate effectively among stakeholders at all levels.
• Strong technical proficiency with Bluebeam.
• Experience with Smartsheet is preferred, including scope and decision tracking; experience assisting with tool launch and training is a plus.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and general office technology.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Solutions-oriented mindset with a commitment to continuous process improvement and operational excellence.
• Ability to work independently in a self-directed manner as well as collaboratively within a team.

Competencies:

• Action Orientation: Maintaining a sense of urgency to complete a task. Seeks information rather than waiting for it.
• Analytical Thinking: Uses information from qualitative and quantitative analyses to solve problems and make decisions. Able to see interconnections between organizational systems that others miss. Able to overcome problems by using a logical, systematic, sequential approach.
• Communication: The ability to give and gather information and actively manage the communication process by asking questions, conveying complex information in plain language, listening and considering others’ views, stating own views clearly and concisely, and addressing conflict professionally and productively.
• Forward Thinking: The ability to anticipate the implications and consequences of a situation and take appropriate action to be prepared for possible contingencies.
• Problem-Solving: Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives and to make recommendations. Able to think clearly and rationally, solve problems systematically, and make right decisions quickly.
• Results Oriented: Takes a dynamic approach to work characterized by initiating decisions and actions. Concentrating on achieving the outcomes of a process or project while adhering to the overall strategy of the organization. Creating a culture of accountability and performance.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This is primarily an onsite, office-based role. While performing the duties of this job, the employee is regularly required to sit; use hands to type, handle, or feel; talk and hear; and view a computer screen for extended periods. The employee is occasionally required to stand, walk, reach with hands and arms, and lift and/or move office supplies or materials up to 25 pounds.

What We Offer:

• Great pay structures.
• Paid holidays.
• Full benefits, medical, dental, vision, life and 401K.
• Vacation and paid sick time.

Cambridge Companies is an Equal Opportunity employer. The Company maintains policies and practices that are designed to prevent discrimination or harassment against any qualified applicant or employee to the extent prohibited by federal, state and local laws and regulations. By way of example, discrimination on the basis of race (actual or perceived), ethnicity, color, religion, ancestry, national origin, citizenship, sex, age, marital status, sexual orientation, physical or mental disability, medical condition, genetic information, military or veteran status, gender identity, gender expression, or any other characteristic protected by applicable law is prohibited. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or need an alternative method for applying, you may contact [e-mail] for assistance.

Cambridge Companies participates in E-Verify and will provide the federal government with your I-9 Form information to confirm that you are authorized to work in the U.S.