Project Administrator

DempseyGill; Spring, Northern (TX, KY); Hybrid; USD 52,000 - 76,000; Full time

Job summary

DempseyGill is seeking a detail‑oriented construction administrative professional to support multiple active projects. You will handle the administrative work that keeps projects moving, from setup to closeout, including contract documents and insurance compliance.

You will organize electronic and physical files, manage owner/subcontract agreements, and prepare pay applications with backups for PM review ahead of deadlines.

Qualifications

• Three or more years of administrative experience, commercial construction preferred.
• Working knowledge of Autodesk Build, Viewpoint Vista, Bluebeam Revu, and Microsoft Office — Excel especially.

Responsibilities

• Support several commercial projects at once, handling the administrative work that keeps them moving.
• Set up and maintain complete project files, electronic and physical, and keep contract documents current in Autodesk Build.
• Prepare and distribute owner and subcontract agreements, then track their status and confirm the required documentation is in before a job starts.
• Prepare owner pay applications to the contract, compile the backup, coordinate the PM’s review, and submit inside the deadline.
• Collect and review Certificates of Insurance, verify compliance before a sub mobilizes, and chase renewals ahead of expiration.
• Keep the logs current — contracts, subcontracts, pay applications, COIs, closeout.
• Assist with vendor prequalification and contract compliance requirements.
• Coordinate communication between the PMs, accounting, subcontractors, vendors, and owners; schedule meetings and distribute the documentation.
• Track payment status, support accounting on billing questions, and archive completed projects to procedure.

Skills

Administrative experience

Microsoft Office

Excel

Construction industry knowledge

Education

Associate's degree in Business Administration

Associate's degree in Construction Management

Associate's degree in Accounting

Tools

Autodesk Build

Viewpoint Vista

Bluebeam Revu

Job description

Construction runs on documents, and this is the person who keeps them straight.You’ll support the project managers and superintendents across several activejobs at once: contracts out and executed, insurance current, owner billingsaccurate and on time, and files complete from startup through closeout. Youreport to the Vice President of Project Management and work closely withaccounting.

What you’ll do

• Support several commercial projects at once, handling the administrative work that keeps them moving.
• Set up and maintain complete project files, electronic and physical, and keep contract documents current in Autodesk Build.
• Prepare and distribute owner and subcontract agreements, then track their status and confirm the required documentation is in before a job starts.
• Prepare owner pay applications to the contract, compile the backup, coordinate the PM’s review, and submit inside the deadline.
• Collect and review Certificates of Insurance, verify compliance before a sub mobilizes, and chase renewals ahead of expiration.
• Keep the logs current — contracts, subcontracts, pay applications, COIs, closeout.
• Assist with vendor prequalification and contract compliance requirements.
• Coordinate communication between the PMs, accounting, subcontractors, vendors, and owners; schedule meetings and distribute the documentation.
• Track payment status, support accounting on billing questions, and archive completed projects to procedure.

What you bring

• Three or more years of administrative experience, commercial construction preferred. High school diploma or GED required.
• Working knowledge of Autodesk Build, Viewpoint Vista, Bluebeam Revu, and Microsoft Office — Excel especially.
• Preferred: an associate’s degree in Business Administration, Construction Management, or Accounting, plus experience with contract administration, owner pay applications, and COIs.
• The discretion to handle confidential information without being reminded to.
• The kind of organization that makes a missing COI impossible, not just unlikely.