Project Administrator
Posted
Summary
An on-site Project Administrator at a construction firm in McAllen, TX who keeps project paperwork moving: maintaining Procore submittal registers and RFI logs, tracking subcontractor compliance documents (COIs, certified payrolls, lien waivers), coordinating meetings and minutes, and supporting procurement and office logistics.
Procore & document control
- Maintain the submittal register — update statuses, chase ball-in-court items, flag anything approaching its need-by date, and prep transmittals for review
- Log and track RFIs
- File daily reports, design submittals, and correspondence
- Maintain the correspondence/transmittal log
- Track photographic documentation log
Subcontractor compliance
- Collect and track COIs
- Chase executed subcontracts, W-9s, bonds, and lien waivers
- Collect weekly certified payrolls from all subs
- Maintain a Buy American documentation file as material certs come in
Meetings & coordination
- Schedule and send invites for recurring meetings, build agendas from your inputs, take and distribute minutes
- Keep notes from the weekly CBP real estate coordination calls and maintain the clearance tracker
Procurement support
- Assemble PO packages and back-up (quotes, specs, approvals)
- Track quote validity dates and flag expirations before they bite
- Obtain and track receivable materials
Office & field logistics
- Keep the personnel list and senior-manager contact sheet current
- Manage New Hire Information
- Send daily reports
- Management of office necessities