The Project Administrator supports capital project delivery through coordination, documentation, and communication across project phases. Responsibilities include organizing meetings, maintaining documentation, tracking decisions, and ensuring compliance.
The Project Administrator plays a key role in supporting the successful delivery of capital projects by providing structured coordination, documentation, and communication across all phases of the project lifecycle. This role maintains project governance processes, ensures accurate and compliant recordkeeping, and facilitates clear information flow among project stakeholders. The ideal candidate demonstrates strong organizational skills, attention to detail, and the ability to support multiple teams in a fast-paced project environment.
Organizational Responsibilities
- Maintain the project communication framework, including reporting structures, escalation paths, and meeting cadences.
- Schedule, organize, and support key project meetings, including kickoffs, design reviews, OAC meetings, and stakeholder updates.
- Prepare and distribute agendas, meeting minutes, and action item trackers with ownership and deadlines.
- Maintain project organization charts and contact directories for internal and external stakeholders.
- Track project decisions, approvals, milestones, commitments, and deliverables to ensure alignment across teams.
- Support project leadership in preparing status reports, dashboards, and executive summaries for internal and Owner-level reporting.
- Coordinate with cross-functional teams to ensure timely updates and communication of project changes.
- Organize and maintain official project documentation, including contracts, correspondence, submittals, RFIs, change orders, and design documents.
- Ensure proper version control, accessibility, and compliant storage of all project records.
- Implement document tracking processes to support the timely review and approval of project materials.
- Archive, index, and prepare final project records for turnover to the Owner.
- Ensure compliance with project-specific documentation standards, internal protocols, and regulatory requirements.
- Maintain logs for RFIs, submittals, change requests, and design revisions, ensuring all items are current.
- Facilitate review workflows, monitor deadlines, and ensure timely responses from Owners, architects, and contractors.
- Maintain a project risk register, track outstanding issues, and escalate items appropriately to project leadership.
- Support the coordination of corrective actions and assist in documenting disputes or issue resolution as required.
- Coordinate punch list tracking and verification of corrective action completion.
- The successful candidate must be able to travel to the project worksite or designated PMA office as required to support project activities and team collaboration.
Position Qualifications
- Bachelor’s degree in engineering, construction management, finance, or a related field.
- Minimum 2 years of progressively responsible experience in a related role.
- Industry-related experience with construction project management terminology and familiarity with research methods and reporting techniques.
- Knowledge of basic accounting principles and financial tracking.
- Demonstrated ability to manage document control and office administration systems; proficiency with MS Office suite required.
Additional Requirements
Physical: Standing or sitting for long periods; must be able to lift up to 15 pounds at times and spend extended hours in front of a computer screen.
Cognitive: Problem-solving, written, and verbal communication skills; computer and software skills; and ability to read and interpret text online or in printed form.
About PMA
At PMA, employee well-being is a daily priority. We offer a combination of workplace options that include a PMA office location; work-from-home; or a client site. Wherever we work, we openly share knowledge as we believe that collaboration with peers improves our work product and that pursuing subject matter expertise is a lifelong endeavor.
We are committed to a culture of equity, diversity, and inclusion. We affirm and respect diverse backgrounds and opinions because we believe they yield the best solutions for our clients. We promote emotional intelligence and trust by nurturing these values within our new hires.
We encourage staff to develop rewarding, long-term careers at PMA, and we implement formal leadership development programs that help you attain your goals. At PMA, shared success is a core value. Every employee who contributes is recognized, celebrated, and rewarded. We look for self-driven candidates eager to assume responsibility and join a community of respect founded on collaboration and accountability, not titles. If you aim to transform the project management practice toward continuous improvement of project outcomes, the profession, and yourself, PMA looks forward to warmly welcoming you to our team.
We offer competitive pay and benefits, wellness programs for you and your family, and career development opportunities to advance your professional goals.
As a PMA professional, you will be empowered to make timely and effective decisions and significant daily contributions to complex facets of project delivery. Join a team that has achieved a world-class reputation in the construction industry and has been voted a “Best Place to Work.”
PMA offers competitive wages and comprehensive benefits, including medical, prescription, dental, vision, time off with pay, 401(k) with company match, life, disability, and professional development reimbursement for qualifying employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, gender identity, or gender expression), disability, national origin, or any other characteristic protected by applicable laws, regulations, and ordinances. Qualified female and minority applicants are encouraged to apply.
EOE, including persons with disabilities and veterans.
VEVRAA federal contractor.
Top Skills
MS Office
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