Project Administrator

We are seeking a detail-oriented Project Administrator to support project teams at a general contracting firm specializing in custom, high-end residential and commercial projects. The role centers on managing the subcontractor agreement process, change order documentation, lien release tracking, and insurance compliance, making it ideal for an organized professional with a strong grasp of construction administration.

Benefits & Compensation

• Permanent Work from Home
• Paid Time Off
• Monthly Performance Bonus
• Annual Bonus
• Health Allowance

Key Responsibilities

Subcontractor Agreement Management – Work closely with Project Management to manage the full subcontractor agreement process, including drafting initial Subcontract Agreements, sending them out, and following up with subcontractors for signatures, W9s, and insurance information.

Change Order Management – Assist in managing change orders with subcontractors, ensuring documentation is accurate, complete, and processed in a timely manner.

Lien Releases & Pay Applications

• Collect, review, and log conditional and unconditional lien releases (preliminary, progress, and final) from subcontractors and vendors on every pay cycle
• Verify that releases are filled out correctly — proper notarization where required, amounts match pay applications, correct project and legal entity names
• Follow up proactively with non-responsive subcontractors to ensure releases are received before or concurrent with payment
• Maintain an organized, project-by-project release log in Excel/Procore, updated in real time
• Coordinate with Project Managers to align release collection with draw schedules and owner billing

Insurance Certificates (COIs)

• Collect Certificates of Insurance from all subcontractors, vendors, and key stakeholders at onboarding and upon each renewal
• Verify that COIs meet project-specific requirements: coverage types, minimum limits, additional insured endorsements, and waiver of subrogation language
• Maintain a master insurance log tracking carrier, policy number, coverage limits, and expiration dates for every active subcontractor
• Set and manage automated reminders to request renewals 30/60 days before expiration
• Flag and escalate any gaps in coverage to the Senior Accountant and relevant Project Manager immediately

General Accounting Support

• Assist with month-end close tasks as directed by the Senior Accountant
• Maintain organized digital filing systems for all project accounting documents

Project Documentation Support – Support residential and commercial contracting projects by keeping agreements, scope documents, and related records organized and up to date.

Licenses & Registrations – Maintain state registrations, business licenses, and tax licenses to keep the company in good standing.

Required Skills and Qualifications

• Experience supporting residential and/or commercial construction projects
• Familiarity with lien releases, pay applications, and Certificates of Insurance is a strong advantage
• Proficient communication, interpersonal, analytical, and organizational skills
• Proficiency with DocuSign
• Experience with Microsoft Outlook, Excel, Word, and Procore
• Strong self-management skills and the ability to work with limited supervision
• A positive and professional attitude with strong customer service skills
• General knowledge of construction principles and practices
• Strong work ethic and a desire to work in a team environment