Project Administrator

Casella Construction, Inc.; Town of Pittsford (NY); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Insurances

Voluntary Short- & Long-Term Disability

401(k) Retirement Savings Program with company match

Job summary

A leading construction firm is seeking a full-time Project Administrator to provide essential administrative and project coordination support in Pittsford. The role involves accurate job setup, cost tracking, and invoicing across several divisions, primarily focusing on construction. Ideal candidates will have strong organizational and communication skills, along with a background in project administration. Competitive salary range is $50,000 to $65,000 annually, along with a full benefits package including medical, dental, and retirement plans.

Qualifications

• 1-3 years of experience in project administration or office management is preferred.
• Understanding of basic accounting principles is important.
• Comfort analyzing and reporting on project data is required.

Responsibilities

• Set up new projects accurately in accounting software and management platforms.
• Monitor job costs and ensure accuracy throughout the project lifecycle.
• Prepare and submit project invoices ensuring proper documentation.

Skills

Organizational skills

Customer service

Communication

Problem-solving

Education

High school diploma required

Bachelor’s degree preferred

Tools

Eclipse

B2W

Microsoft Office Suite

Excel

Job description

Casella Construction is seeking to hire a full-time Project Administrator to join our Shared Services Administration Team in Pittsford, Vermont. The Project Administrator provides essential administrative and project coordination support across multiple divisions, ensuring accurate job setup, cost tracking, and timely invoicing. This role supports Construction, Transportation, Maintenance, Aggregate, and Land Clearing, with a primary focus on Construction. The Project Administrator works cross‑functionally with project managers, superintendents, foremen, vendors, and internal support teams to ensure accurate job setup, cost tracking, documentation management, and timely invoicing. This position manages multiple tasks and self‑directed projects while maintaining strong communication across departments and reports to the Manager of Shared Services Administration.

The ideal candidate is self‑motivated, highly organized, and confident navigating a fast‑paced construction environment. They bring strong customer service skills, clear and professional communication, and the ability to collaborate with diverse teams while also working independently. The Project Administrator takes pride in supporting project success through accuracy, follow‑through, and a proactive approach to solving administrative challenges.

Responsibilities

• Set up new projects accurately in accounting software (Eclipse) and construction management platforms (B2W), ensuring proper cost codes, billing structures, and workflow configuration
• Review and finalize daily field logs, verifying quantities, equipment usage, labor entries, and notes for completeness and accuracy
• Maintain organized, accessible project documentation including contracts, purchase orders, submittals, change orders, RFIs, safety reports, and closeout materials
• Track, log, and follow up on all change orders; coordinate with project managers to ensure pricing, approval status, and documentation are current
• Monitor job costs throughout the project lifecycle by running reports, identifying discrepancies, and flagging concerns for project managers
• Process and code accounts payable invoices to correct jobs, phases, and cost codes; research discrepancies and communicate with vendors as needed
• Communicate daily with foremen, superintendents, project managers, and vendors to collect information, clarify project needs, and resolve administrative issues
• Provide administrative support across multiple departments, including transportation, aggregate, and land clearing, helping ensure continuity during staff absences
• Prepare and submit project invoices—AIA, T&M, lump sum, and progress billing—ensuring proper backup documentation and alignment with contract terms
• Maintain compliance with organizational standards by following established administrative processes and contributing to continuous improvement efforts
• Training requirements, both in person and online, as needed or required

Qualifications

• High school diploma required; bachelor’s degree preferred
• 1–3 years of experience in project administration, office management, or related field preferred
• Understanding of basic accounting principles (job cost allocation, invoicing workflows, AP/AR)
• Strong written and verbal communication skills across field and office teams
• Demonstrated proficiency in Microsoft Office Suite, including proficiency in Excel
• Comfort analyzing and reporting on project data, metrics, and cost trends
• Strong customer service orientation when interacting with internal and external partners
• Ability to maintain organized digital and physical filing systems for project documentation

Attributes

• Time management and prioritization
• Problem‑solving and critical thinking
• Ability to manage multiple projects simultaneously
• Familiarity with construction administration or operations (preferred)
• Data entry accuracy and comfort with numerical reporting

Compensation and Benefits

Casella Construction offers competitive wages and a full benefits package to eligible employees that includes:

• Medical, Dental and Vision Insurances
• Voluntary Short- & Long-Term Disability.
• Voluntary Accident and Critical Illness Insurance.
• Company Paid Life Insurance.
• Company Paid Holidays and Paid Time Off.
• EAP (Employee Assistance Program)
• 401(k) Retirement Savings Program with up to 4% company match and immediate vesting.

Hiring Range

$50,000.00/yr. - $65,000.00/yr.

This range reflects the base pay we reasonably expect to offer for this position at the time of posting, considering current market conditions and industry benchmarks.

Final and individual compensation packages are based on various factors unique to each candidate, including skill set, experience, qualifications, and other job-related reasons.

About our Company

Joseph Casella and John Casella II are the second generation of the Casella family, carrying on a legacy that was built on hard work, grit, determination, and most of all, innovation. Together with a team equally committed to exemplifying the highest industry standards, and reinventing systems to create effective solutions when old methods no longer serve new thinking, Casella Construction has evolved to become an industry-leading company in the field.

Our strength is in our team, who we continue to invest in and depend on to help expand critical areas of our business, including heavy highway construction, demolition, utility installation, environmental contracting, commercial site development, land management, aggregate, transportation, and fleet maintenance.

Casella Construction’s success is attributed to our employees’ love of the industry, our leadership’s drive to remain at the forefront of technology and environmental stewardship, and our collective ability to thrive in dynamic situations.

Equal Opportunity Employer, including disabled and veterans.