A Project or Program Administrative Assistant provides administrative assistance to a program team or project management team. Organizes files and assists with record keeping and data base management. Manages team calendars and helps to organize meetings and events. Provides administrative support for program activities, financial reports and budgets, grants or project proposals; may help to arrange travel.
Join our team as a detail-driven Project Administrator supporting project accounting, administration, and construction operations from setup through closeout. We are looking for a highly organized and dependable Project Administrator to support our Project Managers with the financial and administrative details that keep jobs moving smoothly. In this role, you will help manage project-related payables, receivables, purchase orders, subcontract documentation, compliance tracking, billing, cash flow monitoring, and job setup and closeout activities. This position is ideal for someone who enjoys accuracy, follow-through, and working closely with internal teams, vendors, customers, and subcontractors. What You'll Do Enter accounts payable invoices and process purchase orders accurately and on time. Prepare and process check, wire, and ACH payments. Reconcile vendor statements and process credit card payments. Prepare customer and project billings and follow up on customer payment status. Monitor project-level cash flow and help keep Project Managers informed of billing and payment activity. Process subcontracts and subcontract change orders as they are received. Manage subcontractor compliance requirements, including licensing, insurance, and related documentation. Partner with Project Managers to coordinate project administrative tasks and maintain organized job records. Complete job setup and closeout procedures within the accounting system. Participate in bi-weekly job review meetings and provide administrative support as needed. Work within Procore for accounting and subcontract-related items. What We're Looking For Five years of accounting, project administration, construction administration, or similar experience preferred. Proficiency with Microsoft Office Suite, including Excel and Word. Familiarity with accounting platforms, ERP systems, and construction management software; Procore experience is a plus. Strong attention to detail and ability to manage multiple priorities with accuracy. Clear and professional communication skills when working with Project Managers, customers, vendors, and subcontractors. Ability to maintain organized records, meet deadlines, and follow through on open items. Why This Role Matters The Project Administrator plays an important role in keeping each job organized, financially accurate, and on track. By supporting project accounting, subcontract administration, compliance, and communication, this person helps Project Managers and accounting teams make timely, informed decisions throughout the life of a project.
