Job Description

The Specialized Recruiting Group is hiring a Project Administration Manager for a commercial construction firm client of ours in Charlotte, NC. See the full job details below and apply or reach out if interested!

Overview

The Project Administration Manager is responsible for ensuring accurate and efficient project setup, project accounting support, and administrative coordination across the commercial division. This role acts as the bridge between project management, accounting, and operations by standardizing processes, enforcing compliance, and providing oversight of key administrative functions. While the position includes oversight of office operations, its primary focus is maintaining financial accuracy, project documentation, and accountability in project startup and administration

SUPERVISORY RESPONSIBILITIES

This position does not directly manage field personnel but collaborates closely with Project Managers, Estimators, Accounting, and Leadership. It may oversee administrative staff or coordinators as assigned.

ESSENTIAL JOB FUNCTIONS

Project Setup & Controls

• Lead and enforce standardized project setup processes in accounting and project management systems (e.g., Procore, Smartsheet, SharePoint).
• Ensure all contract documents, budgets, schedules, and compliance requirements are accurately captured at project kickoff.
• Monitor adherence to project administration SOPs, providing accountability for Project Managers and ensuring compliance.

Project Accounting Support

• Coordinate with accounting on project budgets, cost codes, billing setup, accounts receivable, and tracking of change orders.
• Assist with invoice processing, payment applications, expense reporting, and budget variance tracking.
• Support preparation of financial reports and ensure accuracy of project-related accounting data.

Administrative & Office Management

• Oversee office operations, supplies, vendor relationships, and equipment maintenance.
• Support HR functions including onboarding coordination, timesheet tracking, and compliance records.
• Maintain company records, document control systems, and ensure efficient flow of communication across departments.
• Assist leadership with scheduling, meeting logistics, and document preparation.

Cross-Functional Support

• Serve as a central point of contact for internal project administration and external partner inquiries.
• Support leadership in enforcing accountability across teams for project documentation and reporting.
• Contribute to a culture of organization, accuracy, and proactive administrative support.

EDUCATION, EXPERIENCE AND TRAINING

4+ years of experience in project administration, project accounting, or business operations within construction or related industries.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Strong knowledge of accounting principles, project controls, and administrative processes.

Familiarity with project management platforms (Procore, Smartsheet, SharePoint preferred).

Strong organizational, communication, and multitasking skills with ability to enforce accountability.

STANDARDS OF PERFORMANCE

Accuracy & Compliance Maintains precise project records, ensuring all project setups meet financial and contractual requirements.

Operational Efficiency Streamline workflows, ensure smooth coordination across departments.

Communication & Coordination Provides timely, professional communication with project teams, leadership, clients, and vendors.

Leadership & Initiative Takes ownership of project administration processes and drives accountability for compliance and accuracy.

MENTAL AND PHYSICAL REQUIREMENTS

Strong problem-solving and organizational skills with sustained attention to detail.

Ability to sit for extended periods and operate a computer.

Flexibility to support after-hours meetings or company events as needed.

WORKING ENVIRONMENT AND CONDITIONS

Office-based position with standard business hours.

Fast-paced, professional environment requiring adaptability and proactive task management.

Regular interaction with all departments, leadership, and external stakeholders.

TOOLS AND EQUIPMENT

Daily use of Microsoft Office Suite and office productivity tools.

Use of project management platforms (Procore, SharePoint, Smartsheet) as required.

Standard office equipment including computers, copiers, and phone systems

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