Project Manager Admin

Nations Roof, LLC; Alabama; On-site; USD 55,000 - 85,000; Full time

Job summary

Nations Roof, LLC is seeking a Project Management Administrator to provide project administration and operational support to Project Managers, Superintendents, and field leadership.

You will own administrative processes from award through closeout, working within company parameters to ensure timely and accurate project execution. Responsibilities include permits, registrations, warranties, billing, and field coordination.

Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Three or more years of progressively responsible experience in project administration, project coordination, or related field preferred.
• Experience with permitting, warranty administration, construction billing, project documentation, and project controls is a strong plus.

Responsibilities

• Manage assigned project administration workflows and establish priorities based on project deadlines and needs.
• Exercise independent judgment within established parameters to resolve administrative issues; escalate when necessary.
• Identify recurring issues, gaps, and inefficiencies; recommend improvements and implement changes.
• Maintain effective tracking and reporting to provide visibility into deadlines and exceptions.
• Prepare, submit, track, and close out permit applications for assigned projects; coordinate with field leadership.
• Monitor permit requirements, expiration dates, and inspection prerequisites; escalate mobilization risks.
• Coordinate registrations and warranties with Safety and other departments; ensure processes are followed.
• Administer warranty processing from application through issuance and delivery; verify requirements.
• Assemble project closeout packages for Project Manager review.

Education

High school diploma

Associate or Bachelor's degree preferred

Tools

Procore

Textura

GCPay

MS Office

Job description

Primary Responsibilities

The Project Management Administrator, reporting to the Operations Manager (or other report listed above), provides project administration and operational support to assigned Project Managers, Superintendents, and field leadership throughout the project lifecycle. This position owns assigned administrative processes from project award through closeout and works independently within established company and Business Unit parameters to support timely, accurate, and efficient project execution.

Specific Job Duties

Process Ownership, Decision-Making & Improvement

• Manage assigned project administration workflows and establish priorities based on project deadlines, operational needs, and established requirements.
• Exercise independent judgment within established parameters to resolve administrative issues and determine when escalation is necessary.
• Identify recurring issues, process gaps, and inefficiencies; recommend improvements to procedures, tracking methods, forms, templates, systems, or workflows and implement approved changes.
• Maintain effective tracking and reporting to provide visibility into outstanding requirements, deadlines, and exceptions.

Permits, Registrations & Warranties

• Prepare, submit, track, and close out permit applications for assigned projects, including processing approved fees and coordinating issued permits with field leadership.
• Monitor permit requirements, expiration dates, and inspection prerequisites; take appropriate follow-up action and elevate conditions that may affect mobilization or project progress.
• Complete required manufacturer, customer, and general contractor registrations and portal requirements, coordinating with Safety or other departments when specialized information is required.
• Administer warranty processing from application through issuance and delivery, coordinating with the Project Manager to confirm applicable manufacturer requirements and inspections have been satisfied.
• Review completed warranties for administrative accuracy and maintain permit, registration, and warranty records through project closeout.

Project Administration & Controls

• Administer project documentation from award through closeout, including purchase order requests, subcontract documents, submittals, RFIs, change orders, compliance documentation, and closeout requirements.
• Maintain project control logs and follow up on outstanding items, approvals, and administrative deadlines.
• Coordinate administrative portions of subcontractor bidding and onboarding, including bid invitations, required documentation, certificates of insurance, W-9s, and applicable compliance requirements.
• Prepare project status reports and production summaries using company systems, daily project reports, and established tracking tools.
• Maintain accurate project information and organized physical and electronic files in company systems and applicable customer or contractor platforms.
• Track required company and individual licenses and registrations and coordinate renewal activity with the appropriate internal resource.
• Assemble complete project closeout packages for appropriate Project Manager review and customer delivery.

Billing & Financial Administration

• Prepare progress billing documentation, including AIA-format pay applications (G702/G703), for required Project Manager review and approval.
• Submit approved invoices and pay applications through applicable customer and general contractor billing platforms according to contract schedules.
• Prepare, process, and track required Company, subcontractor, and vendor lien waivers.
• Maintain billing, payment, and retainage records and address routine administrative issues involving missing documentation, billing holds, approved changes, or past-due receivables.
• Prepare supporting billing and compliance documentation, including tax exemption certificates and customer-required forms.
• Coordinate documented collections follow-up as assigned and elevate disputes, contractual issues, or matters requiring management authority.

Field & Operational Support

• Perform assigned administrative activities on behalf of Project Managers, Superintendents, and field personnel to support efficient project and field operations.
• Coordinate and authorize routine project-related purchases, rentals, and services within approved budgets, established purchasing limits, and company procedures; elevate matters outside delegated authority to the Project Manager or Operations Manager.
• Arrange crew travel, lodging, and related logistics in accordance with project requirements and established company parameters.
• Schedule municipal, manufacturer, and internal inspections in coordination with project or field leadership and confirm completion.
• Coordinate training resources identified by operations or field leadership and maintain applicable training records.
• Collect and follow up on required field documentation, including daily project reports, expense documentation, safety paperwork, and other assigned records.

Communication, Continuity & General Administration

• Prepare correspondence, reports, forms, and other administrative documentation supporting assigned project and operations teams.
• Coordinate required administrative information and documentation among the office, jobsites, customers, vendors, subcontractors, municipalities, manufacturers, and internal departments.
• Maintain current procedures, templates, and reference materials for recurring responsibilities.
• Cross-train and provide backup support, as applicable, to maintain continuity of critical project administration processes and support changing Business Unit needs.
• Order administrative supplies as required to support assigned operations.
• Represent the Company professionally in all internal and external interactions.
• Perform other related duties consistent with the purpose and responsibility level of the position.

Skills/Knowledge

• Excellent verbal and written communication skills.
• Strong organizational, analytical, and problem-solving skills with the ability to manage competing requirements across multiple projects and follow issues through resolution.
• Ability to exercise sound judgment within established parameters, determine appropriate action, recognize when escalation is required, and identify and implement approved process improvements.
• Strong attention to detail, accountability, persistence, and professionalism when working with project teams, field personnel, customers, municipalities, manufacturers, vendors, subcontractors, and internal departments.
• Intermediate to advanced computer skills, including Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience with project tracking or CRM systems, construction billing platforms such as GCPay, Procore, or Textura, municipal permitting systems, manufacturer warranty portals, and related business systems preferred.
• Familiarity with construction documentation and administrative processes, including purchase orders, certificates of insurance, submittals, RFIs, change orders, AIA pay applications, lien waivers, warranties, and project closeout requirements preferred.
• Bilingual English/Spanish is a plus.

Education/Experience

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Three or more years of progressively responsible experience in project administration, project coordination, project accounting, construction administration, or a related field preferred, ideally within construction, commercial roofing, or another project-based environment.
• Any equivalent combination of education and experience may also be considered.
• Experience with permitting, warranty administration, construction billing, project documentation, project controls, or process improvement is a strong plus.
• Notary public commission, or willingness to obtain one, is a plus.

To perform the job successfully, an individual should demonstrate the following competencies:

• Business Acumen - Employs analytical, critical thinking, and problem-solving skills; plans and efficiently organizes work, appropriately seeks, manages, integrates and interprets data. Able to prioritize work and make sound decisions using available data. Exercises good judgment and is committed to excellence and operational integrity.
• Collaboration & Customer Relationships - Understands the value of diverse talents and perspectives and encourages diversity of thought and ideas. Is always professional when dealing with internal and external customers. Works through differences and finds productive common ground with others to achieve mutually beneficial results. Has a strong sense of customer service.
• Functional Expertise - Achieves success through a comprehensive knowledge of industry and business as it relates to position. Applies creative solutions resulting in internal and external customer satisfaction. Demonstrates initiative and is accountable for own actions and decisions.
• Communication Skills - Has good verbal and written skills; is effective when communicating with peers and superiors as well as with customers and others outside the company. Expresses opinions and ideas concisely. Encourages two-way communication.

Supervisory Responsibilities

None

General office environment. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available. The noise level in the work environment is usually moderate.

Travel Requirements

None

Physical Requirements

Work is generally sedentary in nature, exerting up to 25 pounds of force occasionally to lift, carry, push, pull, or otherwise move objects. Walking and standing may be required, up to 15% of the time.

Nations Roof provides equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristic