Project Administrator - Special Projects

ColonialWebb Contractors Company; Richmond (VA); On-site; USD 41,000 - 47,000; Full time

Benefits offered by this job

Competitive pay

Career development

401(k) plan with match

PTO and paid holidays

Medical and dental benefits

Employee Assistance Program

Job summary

ColonialWebb is seeking a Project Administrator to provide comprehensive administrative and operational support to the Special Projects team. This role entails coordinating with project managers and supporting workforce activities, ensuring smooth execution of project administration.

The ideal candidate will possess a high school diploma, 3-5 years of related experience, and proficiency in Microsoft Office. Join us for competitive pay, career development opportunities, and a range of benefits.

Qualifications

• 3-5 years of experience in construction administration or related role.
• Proficiency in Microsoft Office Suite and related software.
• Strong organizational and analytical problem-solving skills.

Responsibilities

• Provide administrative support to project teams and leadership.
• Coordinate project information and maintain data accuracy.
• Support onboarding activities and maintain employee records.

Skills

Construction administration

Project administration

Office management

Microsoft Office Suite

Communication skills

Organizational skills

Education

High School Diploma or equivalent

Tools

Penta

Procore

Resource Planning

Rhumbix

Job description

The Project Administrator provides comprehensive administrative and operational support to the Special Projects team. This role partners with project managers, sales, field operations, and leadership to ensure efficient execution of project administration, workforce support, reporting, billing, and business processes. The position serves as a key resource for maintaining data accuracy, coordinating communication, supporting field personnel, and managing critical project documentation throughout the project lifecycle.Who we are:At ColonialWebb, we are deeply committed to our people, our culture, and the continued growth of our business. As a full-service MEP (Mechanical, Electrical, and Plumbing) contractor, we pride ourselves on the quality and expertise of our teams, who work across a diverse range of specialties, including New Construction, Mechanical Service, Industrial Refrigeration, and Manufacturing. For over 50 years, we've been dedicated to delivering comprehensive solutions and unmatched service to our commercial customers, earning a reputation as a trusted contractor in the industry.Perks of joining ColonialWebb:Competitive pay of $30-$34/hrCareer development and progression401(k) plan with company matchPTO and paid holidaysExcellent medical, dental, life, vision and disability benefitsEmployee Assistance ProgramEmployee referral incentivesA day in the life:Project AdministrationSupport project setup activities.Enter and maintain project information within business systems, including change orders, project updates, job cost transfers, and forecast data.Coordinate project closeout activities and customer closeout documentation.Track and submit contracts, certificates of insurance, permits, and other project-related documentation.o Assist with billing processes, including fixed-price, time and material, and AIA invoicing.Operational SupportCoordinate work order setup, billing, and completion tracking.Process weekly payroll imports and maintain supporting documentation.Assist with PCARD reconciliation and documentation review.Coordinate mobile device requests, setup, inventory tracking, and issue resolution.Support permit applications, inspections, and regulatory documentation requirements.·Workforce and Talent SupportCoordinate onboarding activities and new hire orientation.Maintain employee records, workforce tracking logs, and organizational data.Support employee evaluation processes, documentation routing, and tracking.Coordinate uniforms, badging, security clearances, apprenticeship documentation, and training registrations.Maintain office vacation calendars and workforce-related records.Reporting and Data ManagementPrepare and maintain operational reports, project trackers, workforce reports, superintendent reports, and WIP reports.Update and distribute project forecasting and cost-to-complete reporting.Monitor data accuracy across multiple systems and provide reporting support to leadership and project teams.Compile information for audits and management review meetings.Administrative SupportSchedule meetings and coordinate logistics for project, operational, and leadership meetings.Support special events, employee recognition programs, and department initiatives.Maintain records, electronic files, and business documentation in accordance with company standards.Provide general administrative support to project managers, field leaders, and department leadership.You should have:Possess High School Diploma or equivalent.3-5 years of experience in construction administration, project administration, field operations support, office management, or related administrative role.Experience supporting multiple stakeholders and managing competing priorities in a fast-paced construction or service environment.Proficiency in Microsoft Office Suite (Outlook, Excel, Word, Teams) and PDF software.Experience with business and construction management systems such as Penta, Procore, Resource Planning, Rhumbix, or similar platforms preferred.Working knowledge of construction documentation, project administration, workforce planning, payroll/timekeeping processes, and jobsite operations.Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.Excellent written and verbal communication skills and the ability to interact professionally with project teams, field employees, customers, and leadership.Ability to work independently, manage confidential information, and adapt to changing business priorities.EOE M/W/Disability/Veterans and those with previous military experience are encouraged to apply