Project Administrator

Key Responsibilities

Construction Administration

• Maintain the Development Team's meeting calendar, including meeting invites, agendas, and minutes.
• Maintain and update the project master tracker.
• Receive, log, organize, and maintain Notices to Owner.
• Receive, log, save, and request updates to Certificates of Insurance (COIs).
• Track the status of permit submissions, reviews, and comments.
• Maintain a permit log and follow up on outstanding items.
• Save and organize all contracts, change orders, and project-related documentation.
• Process DocuSign documents and coordinate notary requirements as needed.
• Distribute signed and notarized documents to the appropriate parties and maintain organized records on the shared drive.
• Maintain accurate project files and ensure documentation is properly named, stored, and easily accessible.
• Process and track purchases (e.g., furniture, accessories, stone material, etc.).

Project Accounting & Job Costing

• Review and process pay applications and invoices according to established workflows and approval requirements.

• Review Schedules of Values (SOVs) for accuracy and completeness.

• Track approved contract values, invoiced amounts, payments, and remaining balances.

• Maintain job cost information and project financial tracking spreadsheets or Yardi reports.

• Track the timeliness of pay applications and invoices to ensure compliance with Owner contract requirements.

• Verify that required documentation is included with pay applications, including:

• Conditional lien releases

• Unconditional lien releases

• Subcontractor backup

• Supporting documentation

• Other contractual requirements

• Coordinate and support the pay application and lender draw process.

• Maintain accurate records of invoices and payment documentation on the shared drive.

• Follow up with contractors, subcontractors, and internal teams regarding missing or incomplete documentation.

• Inform the Project Manager once payments have been processed.

Requirements

Qualifications

• 3+ years of experience in construction administration, construction project coordination, or a related field.
• Previous experience working with construction projects, contractors, subcontractors, or developers.