Front Desk Office Administrator

Overview The Project Administrator provides administrative support to the Project Management Team, Engineering, and Field Teams to help ensure projects run efficiently and documentation is accurate, organized, and up to date. This role is responsible for supporting day to day project administration, compliance documentation, job setup activities, and general office coordination in a fast-paced construction environment. Responsibilities Office & Administrative Support Coordinate office deliveries and logistical requests. Provide backup support for front desk operations as needed. Assist with general administrative support for project, engineering, and field teams. Support scheduling of meetings, training sessions, and other team coordination needs. Assist with onboarding related activities for new hires. Project Administration & Compliance Support File preliminary lien notices and maintain related documentation. Request, deliver, track, and file certificates of insurance for projects and service work. Handle administrative support tasks tied to jobs, contracts, and compliance requirements. Request and process bond documentation. Complete and submit prequalification packages. Maintain and update project records, including certificates of insurance, bonds, prequalification documents, and job data across various systems and platforms. Upload and track project compliance documentation in customer portals. File and organize completed contracts and project documentation within designated job folders. Job Setup & System Support Process service project job numbers. Enter cost codes into applicable systems. Open work order numbers associated with job numbers. Open service warranty extra numbers. Create and manage Autodesk Construction Cloud account access based on internal requests. Process Textra requests, including confirming participation and submitting usage fees. Help maintain departmental files, records, and support materials. Project Documentation & Reporting Plot, print, scan, and organize project drawings and related documents. Submit weekly field expense reports accurately and on time. Coordinate and schedule monthly Work in Progress (WIP) meetings and generate related reports. Pull and distribute service related cost reports as needed. Assist with project and service bid support activities as needed. Minimum Qualifications High school diploma or equivalent required. Associate degree or related administrative training preferred. 2+ years of administrative experience, preferably in construction, project administration, or a related environment. Strong attention to detail and organizational skills. Ability to manage multiple priorities and meet deadlines. Proficiency in Microsoft Office, including Outlook, Word, and Excel. Experience working with project documentation, compliance records, or construction systems preferred. Skills Strong organization and follow through. Clear written and verbal communication. Ability to work well with multiple departments and personalities. Dependable and responsive with a customer service mindset. Comfortable learning new systems and processes. United Mechanical is an Equal Opportunity Employer and embraces diversity in our employee population. We provide equal opportunity to all qualified applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, special disabled veteran, marital status, pregnancy, genetic information, or any other legally protected status.