Lead Project Administrator

Job Description

Position Summary

Project Administrator Lead demonstrates advanced proficiency in Project Administrator responsibilities while taking on additional leadership and problem-solving duties. This role is expected to consistently deliver accurate and timely results while operating with minimal supervision.

In addition to performing core administrative functions, the Project Administrator Lead supports team development by mentoring junior staff and assisting in the resolution of complex issues. This individual serves as a key resource at the jobsite, helping to ensure processes are followed and continuously improved.

While still primarily administrative in nature, this role requires increased collaboration with internal stakeholders and greater ownership of deliverables. The Project Administrator Lead supports reporting and coordination efforts but is not responsible for higher-level cost forecasting or full project controls functions beyond standard reporting and analysis support.

Essential Functions

Coordinate and execute onboarding of new jobsite personnel into company systems, serving as the primary point of contact and ensuring accurate and timely setup. Prepare, distribute, and collect daily sign-in sheets to maintain accurate attendance records. Lead and oversee timesheet reconciliation with client gate log systems, resolving escalated discrepancies and ensuring sustained accuracy. Validate, enter, and audit data within front-end systems to ensure billing and payroll accuracy; identify and flag errors for correction. Collect, organize, and maintain departmental documentation in accordance with company standards. Communicate with client representatives regarding company cost allocation, as needed. Perform basic procurement support tasks, including gathering delivery tickets and ensuring tickets are provided for reconciliation. Investigate and resolve discrepancies in timesheets, billing, and supporting documentation to ensure accuracy and compliance. Provide day-to-day task guidance and on-the-job mentorship to Project Administrators to reinforce company standards and best practices. This role does not have formal authority to hire, terminate, or conduct formal performance evaluations. Support the Project Admin Supervisor/Manager with jobsite reporting requirements, including coordination and preparation of key administrative deliverables. Serve as a subject matter resource at the jobsite for administrative processes, systems, and issue resolution. Assist in improving workflows and identifying opportunities to enhance efficiency and consistency in administrative functions. Other duties as assigned.
 

Education & Experience

• High school diploma or higher
• 3+ years of billing, timekeeping, administrative experience 
• 1+ years of supervisory experience  
• Related industry experience

Knowledge, Skills, and Abilities

• Proficiency with Microsoft Office, particularly Excel. 

• Excellent organizational and planning skills.  

• Demonstrates excellent written and oral skills related to proposals and presentations. 

• Excellent interpersonal skills and the proven ability to work well with all levels of management and staff.  

• Self-motivated, decisive, with the ability to adapt to change and competing demands.  

• Proven ability to work creatively and analytically in a problem-solving environment demonstrating teamwork, innovation, and excellence.  

Work Conditions/Physical Demands

• Remaining stationary or moving across varied conditions, including standing, sitting, walking, and navigating uneven terrain on project sites for prolonged periods.
• Light work that includes moving objects up to 20 pounds.
• Travel may be required