Project Administrator

Description

Job Summary:

As a Project Administrator, you’ll be the backbone of the project team, keeping everything organized and moving forward. You’ll manage critical administrative tasks, assist project teams, and serve as a primary point of contact for vendors and partners. This role is all about attention to detail, clear communication, and supporting smooth project execution from start to finish.

 Duties/Responsibilities:

Contract & Financial Management

• Process AP invoices, subcontractor/vendor billings, and owner billings.
• Prepare owner contracts, change orders, and assist with contract reviews.
• Enter project estimates into Viewpoint and generate monthly billing reports.
• Review work orders and send invoices upon completion.

Project Coordination & Documentation

• Set up new jobs, create folders, and maintain project files.
• Upload and manage plans, specs, contracts, permits, safety reports, and closeout documents.
• Notify subcontractors of completion dates and collect closeout items.
• Replace/update drawings and assist project managers and superintendents as needed

Compliance & Administrative Support

• Review insurance certificates for compliance.
• Manage W-9 distribution, scan/upload safety documents, and maintain filing systems.
• Complete additional tasks assigned by the area leader.

Requirements

Education and Experience:

• Associates degree required
• Bachelor’s degree preferred
• 3-5 years of experience preferred

Required Knowledge/Skills/Abilities:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and project management systems such as Viewpoint or CMiC.
• Skilled in organization, analysis, and problem-solving with strong attention to detail and quality.
• Clear and effective communicator, able to collaborate across teams and work independently.
• Strong time management and judgment with the ability to prioritize and follow established standards.
• Self-starter with a service-oriented mindset, adaptable to feedback, and consistent in delivery.

Work/Physical Environment

• Ability to remain in a stationary position within an office environment

Hutton Corporation is an Equal Opportunity Employer

Hutton provides equal employment opportunities to all team members and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.