About the Role
We are seeking a detail-oriented and highly organized
Project Administrator to support our Project Managers in ensuring smooth and efficient day-to-day project operations. In this vital role, you will manage documentation, coordinate communications, and assist with administrative tasks to help keep projects on track and on budget.
Key Responsibilities
Project & Document Management
- Create and maintain project binders, set up job files in accounting and project management systems, and ensure proper filing (both digital and physical) of all documentation.
- Process subcontracts, subcontractor change orders, and purchase orders, including managing required documents such as COIs, W-9s, and SOVs, once scope and pricing are finalized by the Project Manager.
- Maintain accurate and up-to-date records of contracts, purchase orders, change orders, RFIs, submittals, and other project-related documents.
- Ensure timely scanning, distribution, and archiving of all project documentation.
Team & Communication Support
- Support field staff with ordering materials, communicating updates, and fulfilling other administrative needs.
- Organize meetings, manage calendars, and coordinate calls, emails, and other correspondence to ensure project efficiency.
- Assist in onboarding processes such as safety training, badging, and access credentials.
- Coordinate meeting logistics, including booking spaces, arranging refreshments, and managing set-up and clean-up.
- Take and distribute meeting minutes and track follow-up actions.
Reporting & Financial Tracking
- Prepare and distribute daily, weekly, and monthly project reports.
- Enter and maintain project data in tracking systems.
- Support financial tracking by entering key metrics, assisting with routine reviews, and compiling information for Project Completion Books.
- Conduct basic internet research to support procurement, logistics, or reporting needs.
What You Bring to the Role
- 2+ years of experience in a similar project administration or coordination role, preferably in the construction or engineering industry.
- Strong organizational and multitasking skills with the ability to prioritize tasks in a fast-paced environment.
- Excellent attention to detail and accuracy in documentation and data entry.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook) and experience with construction or project management software.
- Clear, professional communication skills—both verbal and written.
- High level of discretion, professionalism, and customer service mindset.
- Self-starter who can take initiative and work independently while remaining a collaborative team player.
- Flexible and adaptable to shifting priorities and responsibilities.
What We Offer
- Competitive benefits package, including:
- Medical, dental, and vision insurance (coverage starts on the 1st of the month following 60 days of employment)
- 401(k) Savings Plan
- Company-paid life insurance
- Paid Time Off (PTO)
- Training and development opportunities
Other Information
This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all duties, responsibilities, and qualifications required. Duties and responsibilities may evolve based on business needs and will be discussed in advance.
Please send resumes to: hr@bbbtanksvc.com
No calls or emails from third party recruiters please.
Compensation details: 18-25 Hourly Wage
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