Project Administrator & Documentation Lead

Hewitt Young; City of Rochester (NY); On-site; USD 42,000 - 66,000; Full time

Job summary

Hewitt Young in Rochester, NY is seeking a Project Administrator to keep projects organized, compliant, and moving. You will manage documentation, support PMs with billing, and ensure accurate data across HY systems.

In this role, you will coordinate with vendors, subcontractors, and clients to meet compliance needs and provide field teams with updated drawings and specifications. You’ll act as the bridge between office and field to maintain momentum.

Qualifications

• Strong organizational and administrative skills.
• Detail-driven with high accuracy in documentation.
• Proficiency with Spectrum, Teams, and project management systems.
• Clear, professional communicator across teams and departments.
• Ability to manage multiple priorities with urgency and composure.

Responsibilities

• Prepare, review, and submit all project documentation including submittals, RFIs, change orders, and closeout packages.
• Support PMs with billing, schedules of values, and pay applications.
• Maintain current and accurate project data across HY systems.
• Communicate with vendors, subcontractors, and clients to meet compliance and documentation needs.
• Track progress, update logs, and support PMs in reporting deliverables.
• Provide field teams with updated drawings, specs, and documentation to eliminate delays.
• Serve as the connector between office and field, ensuring clarity and accountability across teams.

Skills

Organization

Detail orientation

Communication

Prioritization

Documentation

Tools

Spectrum

Teams

Project management systems

Job description

Hewitt Young in Rochester, NY is seeking a Project Administrator to keep projects organized, compliant, and moving. You will manage documentation, support PMs with billing, and ensure accurate data across HY systems.

In this role, you will coordinate with vendors, subcontractors, and clients to meet compliance needs and provide field teams with updated drawings and specifications. You’ll act as the bridge between office and field to maintain momentum.