What are the responsibilities and job description for the Project Administrator III position at Mindlance?
Required Skills: Microsoft SharePoint, Microsoft Excel, Microsoft Planner, Microsoft Word, OneNote, Outlook
Job Description
Project Administrator III:
Candidates MUST have strong document control/file management and Construction experience, MS Project
*Candidates must be local to Walkersville (commute no longer than ~30 minutes). Not looking for candidates from DC area
Education - Associate's Degree Required
Bachelor’s Degree in Business Administration, Project Management, Construction Management, or a related field (preferred)
The Project Administrator will oversee and direct project administration activities from construction kick-off to completion, ensuring
seamless communication and coordination between, 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.
