Site Project Administrator

Overview: We are looking for a highly organized and efficient Site Project Administrator to join our Critical Technologies team. The role involves supporting the on-site project team with administrative tasks, maintaining accurate documentation, and assisting in the coordination of project schedules, materials, and labor. The Site Project Administrator will play a crucial role in ensuring smooth communication between the office, project managers, subcontractors, and field staff, while maintaining compliance with all company and project-specific processes.

This is a fantastic opportunity for a detail-oriented professional with experience in project administration to thrive in a dynamic, fast-paced environment.

Key Responsibilities:

• Provide on-site administrative support to Project Managers and site teams.
• Manage and maintain all project documentation, including contracts, compliance records, schedules, daily reports, and change orders.
• Assist in the coordination of project schedules, ensuring timely updates and tracking of milestones.
• Serve as a liaison between office staff, field technicians, subcontractors, and suppliers.
• Facilitate site visits and inspections to ensure compliance with project requirements and report on progress.
• Track labor hours, attendance, and material deliveries to maintain accurate records.
• Assist with the preparation of change orders, purchase orders, and material requisitions.
• Organize and participate in project meetings, taking detailed minutes and distributing them to relevant parties.
• Monitor subcontractor performance, flagging issues for the project management team and helping resolve on-site challenges.
• Coordinate project material logistics and track inventory for project site needs.
• Ensure all project documentation is up to date, organized, and easily accessible in the appropriate digital storage systems.

Qualifications:

• 2-5 years of experience in project administration, preferably in construction, HVAC, or mechanical systems.
• Strong proficiency in Microsoft Office Suite and experience with project management software.
• Familiarity with Smartsheet or other project tracking tools is a plus.
• Experience with managing and organizing Bills of Materials (BOMs), procurement processes, and documentation for project audits.
• Ability to track schedules, labor hours, and material deliveries with a high level of accuracy.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Excellent written and verbal communication skills, including the ability to prepare reports and document meeting minutes.
• Regular travel to project sites is required.

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman Building Technologies.

No phone calls or drop-ins please.

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