Site Project Administrator

Job Description

Job Description

Overview : We are looking for a highly organized and efficient Site Project Administrator to join our Critical Technologies team.

The role involves supporting the on-site project team with administrative tasks, maintaining accurate documentation, and assisting in the coordination of project schedules, materials, and labor.

The Site Project Administrator will play a crucial role in ensuring smooth communication between the office, project managers, subcontractors, and field staff, while maintaining compliance with all company and project-specific processes.

This is a fantastic opportunity for a detail-oriented professional with experience in project administration to thrive in a dynamic, fast-paced environment.

Key Responsibilities :

• Provide on-site administrative support to Project Managers and site teams.
• Manage and maintain all project documentation, including contracts, compliance records, schedules, daily reports, and change orders.
• Assist in the coordination of project schedules, ensuring timely updates and tracking of milestones.
• Serve as a liaison between office staff, field technicians, subcontractors, and suppliers.
• Facilitate site visits and inspections to ensure compliance with project requirements and report on progress.
• Track labor hours, attendance, and material deliveries to maintain accurate records.
• Assist with the preparation of change orders, purchase orders, and material requisitions.
• Organize and participate in project meetings, taking detailed minutes and distributing them to relevant parties.
• Monitor subcontractor performance, flagging issues for the project management team and helping resolve on-site challenges.
• Coordinate project material logistics and track inventory for project site needs.
• Ensure all project documentation is up to date, organized, and easily accessible in the appropriate digital storage systems.

Qualifications :

• 2-5 years of experience in project administration, preferably in construction, HVAC, or mechanical systems.
• Strong proficiency in Microsoft Office Suite and experience with project management software.
• Familiarity with Smartsheet or other project tracking tools is a plus.
• Experience with managing and organizing Bills of Materials (BOMs), procurement processes, and documentation for project audits.
• Ability to track schedules, labor hours, and material deliveries with a high level of accuracy.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Excellent written and verbal communication skills, including the ability to prepare reports and document meeting minutes.
• Regular travel to project sites is required.
14 days ago