Project Administrator

Project Administrator

We are seeking an energetic and reliable Project Administrator to join our Evansville, IN team. This role is ideal for someone who thrives in a fast-paced environment and enjoys supporting both project administration and accounting functions. The successful candidate will be highly organized, detail-oriented, and possess excellent written and verbal communication skills.

Key Responsibilities:

• Phone & Office Support: Answer phone calls and assist with general office administration duties.
• Daily Job Materials & Ticket Tracking: Input daily job materials, scan ticket records to file, and maintain organized digital records.
• Job Costing & Reporting: Run daily/weekly job cost reports, scan records to file, and process transactions to support accurate daily job cost reporting.
• Job Setup & System Management: Perform Vista/HeavyJob setups, and maintain and track the Job Setup / Completion Date tracking master form.
• Contract & Compliance Administration: Review contracts, order Certificates of Insurance (COIs), prepare Subcontract Work Orders, and manage site exchange sub-approvals.
• Bid & Legal Package Preparation: Prepare legal bid packages and coordinate required documentation for upcoming project submittals.
• Safety & Field Operations Support: Manage Tool Box Talks/Safety documentation and call in, track, and record utility locates (811/Indiana 811).
• Document Management: Maintain and manage master job files—including subcontractor/hauler agreements, bonds, and certificates of insurance—and coordinate with accounting to follow up on missing or expired items.
• Process Improvement: Contribute ideas aimed at streamlining workflows, reducing paper usage, and promoting digital tools for higher operational efficiency.
• Teamwork & Support: Participate in cross-training opportunities to support other administrative and operational roles within the office as needed.

Skills and Experience:

• Technical Skills: Proficiency in Word, Excel, Google Sheets, and Google Docs, with experience setting up and maintaining basic spreadsheets. Experience with Vista, HeavyJob, or similar construction management software is strongly preferred.
• Industry Experience: Previous experience in construction administration, job costing, or working with Department of Transportation (DOT) regulations is highly desirable.
• Communication & Confidentiality: Strong written and verbal communication skills, with the ability to handle confidential documents and correspondence professionally.

Education:

• Education: A high school diploma, GED, or equivalent is required. A two-year degree is preferred.

Compensation:

Compensation: Commensurate with experience.