Project Administrator

SUMMARY

The Project Administrator provides comprehensive administrative and operational support for EZARC project teams, subcontractors, field personnel, and site operations. This position is responsible for coordinating project documentation, workforce and site access requirements, purchasing, subcontractor administration, invoice processing, safety documentation, headcount reporting, insurance compliance, and other project-related administrative activities.

The Project Administrator serves as an important connection between project management, field operations, accounting, safety, subcontractors, vendors, clients, and site representatives. The ideal candidate is highly organized, detail-oriented, responsive, and capable of managing multiple priorities across active construction projects.

ESSENTIAL RESPONSIBILITIES

Project & Workforce Administration

• Manage worker information and administrative requirements within Fieldglass and other client/site systems.
• Add, update, and close workers in Fieldglass as required.
• Coordinate orientation and onboarding requirements for project personnel.
• Complete and coordinate I-9 verification for new employees.
• Upload and maintain required secure access forms and employee documentation.
• Coordinate employee and contractor site access, badging, FAB access, and area access requests.
• Coordinate site access requirements for guests, contractors, and project personnel.
• Process project card reader, computer, email, and other access requests.
• Coordinate site vehicle access requests.
• Coordinate FAB access for contractors and guests supporting installation teams.
• Coordinate hot work permits, roof access permits, and other project-specific access requirements.
• Coordinate meeting rooms and other site resources as needed.

Purchasing & Procurement

• Create and manage purchase orders for Arizona project sites.
• Process PO receiving and purchase order change orders.
• Coordinate purchasing of consumables, tools, equipment, and other project materials.
• Manage purchasing accounts and vendor relationships, including Amazon, Grainger, Columbia Safety, Home Depot, Best Buy, and other approved vendors.
• Process purchases and maintain appropriate documentation through EZARC's purchasing and credit card systems.
• Submit credit applications to vendors as needed.
• Assist project teams with obtaining materials, equipment, and supplies required for project execution.
• Maintain accurate purchasing records and documentation.

Subcontractor Administration

• Prepare and issue Master Service Agreements (MSAs) to subcontractors.
• Issue subcontractor work orders for approved scopes of work following execution of the applicable MSA.
• Request and track required subcontractor insurance documentation.
• Coordinate with EZARC's insurance broker to obtain Certificates of Insurance (COIs) for trade partners and clients.
• Monitor subcontractor insurance requirements and ensure documentation remains current.
• Assist project teams with subcontractor onboarding and administrative requirements.
• Support subcontractor enrollment in applicable OCIP/WRAP programs.

Invoice & Accounts Payable Support

• Review project-related invoices for accuracy and completeness.
• Code invoices to the appropriate purchase order and project.
• Communicate with project teams when invoice coding or project allocation is unclear.
• Monitor invoice workflow and follow up on outstanding items.
• Review AP Aging reports and assist with timely resolution of project-related invoices.
• Maintain accurate documentation supporting project purchasing and invoice activity.

Travel & Project Coordination

• Coordinate employee and project-related travel arrangements as needed.
• Support project teams with administrative coordination and logistical needs.
• Coordinate lunches, team meetings, and Lunch & Learn events.
• Order business cards, safety vests, and other project/company materials.
• Coordinate company vehicle license renewals and related administrative requirements.
• Provide general administrative support to project and field leadership.

Safety & Compliance Administration

• Support weekly project safety meetings.
• Prepare, document, and distribute safety meeting minutes.
• Assist with required safety documentation and reporting.
• Coordinate submission of required project safety forms.
• Assist with OSHA log administration and reporting in coordination with Safety leadership.
• Maintain documentation related to site permits, access requirements, and other project compliance activities.
• Support project teams in maintaining accurate and timely compliance records.

Headcount & Workforce Reporting

• Prepare and submit daily headcount reports for applicable project sites and clients.
• Complete required Smartsheet headcount submissions.
• Prepare weekly headcount reports for client/project teams.
• Submit required Highwire headcount information within established deadlines.
• Maintain accurate employee and subcontractor workforce information.
• Coordinate with project teams to resolve discrepancies in headcount or workforce reporting.

OCIP / WRAP Administration

• Support administration of OCIP/WRAP requirements for applicable projects.
• Compile employee headcount and man-hour information for all applicable Arizona projects.
• Run required reports from Vista and other project systems.
• Separate and organize reporting by site, project, and OCIP contract.
• Prepare and submit required monthly reports by established deadlines.
• Coordinate subcontractor enrollment with applicable WRAP/OCIP administrators.
• Maintain accurate documentation related to project insurance and enrollment requirements.

Prequalification & Business Development Support

• Assist with prequalification requirements for General Contractors and trade partners.
• Gather financial, safety, insurance, project, and company information required for prequalification submissions.
• Complete and maintain prequalification information within BuildingConnected and other platforms.
• Coordinate with internal departments to obtain required information and documentation.
• Maintain organized records of prequalification submissions and supporting materials.

SYSTEMS & TOOLS

The Project Administrator may work with a variety of systems and platforms, including:

• Viewpoint Vista
• Fieldglass
• Smartsheet
• BuildingConnected
• Highwire
• Microsoft Excel
• Microsoft Word
• Employee Portal / Invoice Review
• Visa Spend Clarity
• Client and contractor access portals
• OCIP/WRAP contractor portals
• Other project-specific systems

QUALIFICATIONS

Required

• High school diploma or equivalent.
• 2+ years of administrative, project coordination, construction administration, or related experience.
• Strong organizational and time-management skills.
• High level of attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, particularly Excel and Word.
• Ability to work effectively with project managers, field personnel, subcontractors, vendors, clients, and internal departments.
• Ability to maintain confidentiality and handle sensitive employee, project, financial, and subcontractor information.

Preferred

• Experience in construction, fabrication, manufacturing, engineering, or other project-based environments.
• Experience with Viewpoint Vista, Fieldglass, Smartsheet, BuildingConnected, Highwire, or similar systems.
• Experience with subcontractor administration, purchasing, accounts payable, or project documentation.
• Familiarity with insurance, COI, OCIP/WRAP, safety, or construction compliance requirements.
• Experience supporting large construction or industrial project sites.
  
  

Work Enviroment

This position supports active construction and industrial project operations and may require regular communication with field personnel and project teams. The role is primarily administrative but may require occasional travel to project sites and interaction with site personnel, subcontractors, clients, and vendors.

The Project Administrator must be able to work in a fast-paced environment where priorities may change based on project schedules and operational requirements.

SUCCESS IN THIS ROLE

Success in this position is demonstrated by:

• Accurate and timely completion of project administrative requirements.
• Reliable and timely workforce, headcount, and compliance reporting.
• Current subcontractor insurance and administrative documentation.
• Accurate purchasing, PO, receiving, and invoice administration.
• Timely completion of site access, badging, orientation, and permit requirements.
• Organized project records and documentation.
• Strong communication and follow-through with project teams and external partners.
• Consistent support that allows project managers and field leadership to focus on project execution.