Project Administrator

About Leapley Construction

Celebrating more than 25 years of business, Leapley Construction Group was founded in 1999 by Meredith Leapley as an interiors-focused general contractor. Headquartered in Atlanta, the company has experienced steady growth by building award-winning corporate workplace, institutional, and commercial projects for impactful brands such as The Coca-Cola Company, Microsoft, Visa, Piedmont Healthcare, and the Georgia Institute of Technology. This growth has led us to expand beyond interiors into more complex projects including ground-up, site improvements, building repositioning, and much more.

The Leapley team is committed to delivering exceptional projects of the highest quality, building trusting relationships with our clients, and collaborating with our network of partners to build environments where people thrive. Certified as a woman-owned business, Leapley Construction is an Atlanta Top 5 Commercial Interior Contractor, a Top 5 Woman-Owned Commercial Contractor, a Best Place to Work, and a champion of inclusivity in the Atlanta community. Today, after 25 years of delivering a wide range of construction projects -- from first-generation corporate buildouts, to complex research laboratories, specialized healthcare spaces and multi-floor renovations -- Leapley Construction is a preferred contractor for clients across multiple vertical markets.

The Opportunity

We are seeking a Project Administrator to provide administrative and financial support across the firm's active projects. The role covers both the financial side -- subcontractor AP, Owner billing, payment reconciliation, and job cost administration -- and the administrative side -- project setup, Procore administration, compliance documentation, and project closeout -- across the projects that are active at any given time.

This is a combined role that brings together responsibilities previously held by separate Project Accounting and Project Coordinator positions. This gives each project one consistent point of contact for its records, from when it advances from Preconstruction to Active through the final accounting close and system deactivation at project end. Reporting to an Operations Leader, the Project Administrator works closely with Project Managers, the Contracts Manager, and firm leadership to help keep projects accurate, organized, and properly closed out.

Cultural Alignment and Relational Skills

• Accountability: You stay on top of your project records. Billing deadlines, payment cycles, CMiC accuracy, and closeout tasks get tracked and handled without someone having to remind you.

• Attention to detail: Construction moves quickly and small mistakes are expensive, so you stay accurate with financial entry, document management, and compliance tracking even with several projects going at once.

• Responsiveness: Project Managers, the Contracts Manager, and firm leadership come to you for the status of project financials and paperwork, and you give them accurate answers quickly.

• Comfort with systems: CMiC and Procore are your main tools, and you understand how the data you enter flows through them and affects reporting and decisions downstream.

• Collaboration: You work with the PM, Contracts Manager, Controller, and Director, and you understand how the financial and administrative pieces fit together. You flag issues early, ideally with a suggested fix.

Key Responsibilities

Subcontractor Financial Administration

Handles the subcontractor accounts payable cycle for active projects.

• Receive subcontractor invoices and enter into CMiC.

• Issue subcontractor payments in coordination with the Controller.

• Verify subcontractor compliance requirements prior to payment release, including NTO waivers and lien requirements, as process controls are implemented.

Owner Billing and Payment Administration

Prepares and reconciles Owner billing for active projects. Project Managers send the Owner bills; the Project Administrator prepares them and manages the billing in CMiC.

• Prepare Owner Bills for all active projects in accordance with contract billing schedules.

• Enter Owner Bills into CMiC; reconcile payments received from Owners and apply to jobs.

• Maintain Owner portal access: logins, billing portal setup, and contract documentation.

Project Financial Administration -- CMiC

Handles job setup and ongoing financial administration in CMiC throughout the project.

• Upload job cost into CMiC and start job from estimate prepared by PM / Preconstruction.

• Enter ETNs into CMiC; convert ETN to active job upon approval.

• Execute cost transfers in CMiC; Director approval required per Signing Authority Matrix.

Project Administration and Systems

Handles project setup, system administration, and compliance documentation from project start through close.

• File Notice of Commencement for all applicable projects.

• Coordinate permitting with expediter.

• Set up and administer Procore at the project level for all active projects; maintain directory, logs, and document management throughout the project lifecycle.

• Approve the precon-to-active workflow in CMiC for all projects advancing from Preconstruction.

• Issue Certificates of Insurance (COIs) to Owners across all active projects; ensure no active project has an expired or non-compliant COI on file.

Project Closeout

Manages the closeout sequence, from document collection through system deactivation.

• Issue closeout document requests to subcontractors; coordinate receipt and tracking.

• Issue closeout documents to Owner upon project completion.

• Execute accounting close: confirm all funds received and all funds issued.

• Deactivate project in Procore and CMiC upon final close.

Accountable Oversight

The Project Administrator holds Accountable responsibility for the following functions, meaning PA owns the outcome and escalates when issues arise, while the designated party executes day-to-day.

• Lien activities at the subcontractor and LCG level -- Project Manager is Responsible.

• Subcontractor bonds -- Project Manager is Responsible.

• Owner P&P Bonds -- Contracts Manager is Responsible.

• Procore enterprise-level administration -- Contracts Manager is Responsible.

Other Duties

• Support the Contracts Manager in the subcontractor annual renewal cycle; responsible for W-9 collection tracking and CMiC/Procore vendor record maintenance as the process is defined.

• Develop and maintain standard operating procedures for core PA workflows.

• Must be able to obtain Notary Public designation.

• Execute other duties as assigned.