Project Administrator

SS Landscaping Services; Tacoma (WA); On-site; USD 50,000 - 70,000; Full time

Job summary

SS Landscaping Services, Inc. seeks an experienced Project Administrator to support our Project Management team in contract administration, documentation, procurement coordination, scheduling, and closeout management.

The role requires strong organizational skills, construction knowledge, and the ability to manage multiple projects simultaneously with accuracy and professionalism. Join a growing construction division serving Puget Sound with opportunities for career development and a

Qualifications

• Minimum 5years of Project Engineering, Contracts Administration, or Construction Administration experience.
• Experience with construction contracts, specs, drawings, and project documentation.
• Experience managing multiple projects simultaneously.
• Ability to collaborate with Project Managers, vendors, subcontractors and clients.

Responsibilities

• Review and process incoming construction project documents.
• Analyze project scope, specifications, drawings, estimates, and contract requirements.
• Create project file extrapolating information for accounting, project management and execution teams.
• Prepare and submit startup documentation including W-9s, COIs, safety docs, submittals, MSDS, compliance forms, and bonding docs.
• Maintain current project insurance certificates and bonds.
• Track contractual deadlines and required submissions.
• Manage project correspondence and document control.
• Coordinate material procurement and delivery schedules.
• Coordinate product approvals with general contractors, architects, engineers and owners.
• Assist with RFIs and project correspondence; propose substitutions when necessary.
• Provide ongoing administrative and technical support to Project Managers.
• Identify scope gaps, contract discrepancies, and cost exposure items.
• Support billing and payment documentation; assist with change orders.
• Assemble and manage all project closeout documentation (as-builts, irrigation, O&M manuals, warranty, owner training, testing, final inspections, punch list, final change orders).
• Coordinate project turnover and closeout requirements with owners and general contractors.
• Assist with development of departmental procedures and safety documentation.
• Support company safety initiatives and cross-departmental requests.

Skills

Project coordination

Contract administration

Project management

Procore

Microsoft Excel

Microsoft Word

Education

Bachelor's Degree in Construction Management, Engineering, Business, or related field

Tools

Procore

Construction management software

Job description

About SS Landscaping

SS Landscaping Services, Inc. is a leading commercial landscape construction and maintenance contractor serving the Puget Sound region. We specialize in complex commercial landscape construction projects, irrigation systems, site amenities, multi-family developments, HOA communities, commercial campuses, and public works projects.

As our construction division continues to grow, we are seeking an experienced a Project Administrator to support our Project Management team through contract administration, project documentation, procurement coordination, scheduling support, and project closeout management.

Position Summary

Our Project Administrators serve as a critical member of the Construction Division, supporting Project Managers from contract award through project completion. This position is responsible for contract administration, project startup, submittals, procurement coordination, document control, closeout documentation, and ongoing communication with clients, vendors, subcontractors, architects, and general contractors.

The ideal candidate possesses exceptional organizational skills, strong construction knowledge, and the ability to manage multiple projects simultaneously while maintaining a high level of accuracy and professionalism.

Primary Responsibilities

Contract Administration & Project Startup

• Review and process incoming constructionproject documents.
• Analyze project scope, specifications, drawings, estimates, and contract requirements.
  • Identify scope discrepancies and potential cost impacts.
  • Provide solutions, utlilizing procurement, means/methods and leveraging relationships to offset cost impacts.
• Create project file extrapolating information for accounting, project management and execution teams.

Project Documentation & Compliance

• Prepare and submit project startup documentation including:
  • W-9 forms
  • Certificates of Insurance
  • Safety documentation
  • Product submittals
  • Material safety documentation
  • Project-specific compliance forms
  • Bonding documentation
• Maintain current project insurance certificates and bonds.
• Track contractual deadlines and required submissions.
• Manage project correspondence and document control throughout the project lifecycle.

Procurement & Material Coordination

• Coordinate material procurement and delivery schedules.
• Work closely with purchasing personnel and vendors to secure project materials.
• Maintain supplier and procurement records for each project.
• Communicate project schedule changes to vendors and suppliers.
• Assist with material receiving, inventory tracking, and warehouse coordination as needed.

Submittals, RFIs & Project Support

• Prepare, assemble, submit, and track project submittals.
• Coordinate product approvals with general contractors, architects, engineers, and owners.
• Assist with Requests for Information (RFIs) and project correspondence.
• Research and propose suitable product substitutions when necessary.
• Provide ongoing administrative and technical support to Project Managers throughout project execution.

Financial & Contract Support

• Identify scope gaps, contract discrepancies, and cost exposure items.
• Maintain records of vendor cost escalations and contract-related concerns.
• Assist Project Managers in identifying potential change order opportunities.
• Support project documentation required for billing and payment processing.

Project Closeout

• Assemble and manage all project closeout documentation, including:
  • As-built documentation
  • Irrigation documentation
  • Operations and Maintenance manuals
  • Warranty information
  • Owner training documentation
  • Testing reports
  • Final inspections
  • Punch list completion
  • Final change orders
• Coordinate project turnover and closeout requirements with owners and general contractors.

Leadership & Team Development

• Assist with development of departmental procedures and best practices.
• Support company safety initiatives and documentation programs.
• Provide assistance to other departments as requested.

Qualifications

Required Experience

• Minimum 5years of Project Engineering, Contracts Administration, or Construction Administration experience.
• Strong understanding of construction contracts, specifications, drawings, and project documentation.
• Experience managing multiple projects simultaneously.
• Proven ability to work collaboratively with Project Managers, vendors, subcontractors, and clients.

Technical Skills

• Advanced proficiency in Microsoft Excel and Microsoft Word.
• Experience with Procore and construction management software.
• Strong document management and organizational skills.
• Ability to read and interpret construction drawings and specifications.

Professional Skills

• Exceptional attention to detail.
• Strong written and verbal communication skills.
• Excellent organizational and time management abilities.
• Ability to prioritize and manage multiple deadlines.
• Strong interpersonal skills and ability to work effectively within a team environment.

Education

• Bachelor's Degree in Construction Management, Engineering, Business, or related field preferred.
• Equivalent industry experience will be considered.

Compensation

Compensation is commensurate with experience, qualifications, and industry expertise. SS Landscaping offers a competitive salary, comprehensive benefits package, paid time off, retirement plan options, and opportunities for professional growth.

Join a team that values credibility, ownership, teamwork, and building value for our employees, customers, and community.