The Project Administrator will oversee and direct project administration activities from construction kick-off to completion, ensuring seamless communication and coordination between Client, the General Contractor, and the Engineer of Record.
This role is critical to ensuring seamless document control, file management, and project coordination.
The ideal candidate will have a strong background in construction or subcontract management, extensive experience with Microsoft Office applications, and exceptional organizational and communication skills.
Primary Responsibilities:
1. Document Control and File Management (Highest Priority)
Maintain the project document control system using Microsoft Teams and SharePoint.
Organize and manage electronic (and physical, if necessary) files to ensure proper filing, accessibility, and storage of project documents.
Perform regular quality checks to verify documentation is current and accurately filed.
Coordinate with team members to ensure consistent and effective document placement and access.
2. Project Coordination and Management
Receive, review, and process RFIs, submittals, quotes, change orders, and project-specific plans and more. Route documents to appropriate project team members as needed.
Track and log submissions from the General Contractor, ensuring timely responses by maintaining detailed logs.
Upload final documents to SharePoint and manage tracking tools for project deliverables.
Support equipment delivery logging by reconciling Bills of Lading with approved quotes and identifying delivery discrepancies.
Provide cross-functional coordination with General Contractors,
Engineers of Record, Construction Managers, and other team members.
3. Proficiency with Microsoft Office Tools
Demonstrate advanced knowledge of Microsoft Excel, Microsoft
Planner, Microsoft Word, OneNote, and Outlook to manage project tasks and documentation.
Leverage Microsoft SharePoint for file management and ensure team members can navigate and utilize its tools effectively.
4. Meetings and Action Items
Organize, schedule, and coordinate project meetings, ensuring all necessary stakeholders are invited.
Record detailed meeting minutes and track action items in Microsoft Planner.
Ensure action items are assigned and updated appropriately and distribute meeting updates to stakeholders.
Maintain a Meeting Register, logging contractor and vendor meeting minutes in SharePoint.
Education:
Associate's Degree Required
Bachelor’s Degree in Business Administration, Project Management, Construction Management, or a related field (preferred)
About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.
Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation.
California Applicant Notice: SPECTRAFORCE is committed to complying with the California Privacy Rights Act (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAHR@spectraforce.com.
LA County, CA Applicant Notice: If you are selected for this position with SPECTRAFORCE, your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer.
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $39.38/hr.
