Project Administrator

Project Administrator

Tribal One is seeking a detail-oriented and proactive Project Administrator / Coordinator to support our federal construction projects. This hybrid role combines administrative expertise with project coordination responsibilities to ensure smooth operations from pre-construction through close-out. The ideal candidate will have a strong work ethic, excellent communication skills, and a solid understanding of construction processes and federal contracting requirements.

Success in this role requires more than technical knowledge-it demands strong soft skills such as adaptability, initiative, and time management. You will need to be a clear communicator, a collaborative team player, and someone who can thrive in a fast-paced, dynamic environment. The ability to build positive relationships with clients, subcontractors, and internal teams is essential.

Duties / Responsibilities :

ADMINISTRATIVE & OPERATIONAL SUPPORT

Manage office operations including resource allocation, equipment maintenance, and supply inventory.

Assist in administration of payroll, expense reports, reimbursements, and monthly vehicle expenses.

Coordinate travel arrangements, certification renewals.

Assist in onboarding process and coordination of new hires.

Maintain accurate records and logs for invoices, check runs, and certified payroll submissions.

Reconcile financial data and ensure timely submission of vendor and subcontractor invoices.

Conduct routine vehicle inspections and monitor deadlines for operational reporting.

Prepare and submit budget modification requests and other internal documentation.

Ensure compliance with safety protocols and maintain a clean, organized workspace.

Utilize project management and collaboration tools to support team efficiency.

PROJECT COORDINATION

Support development and implementation of project quality control plans.

Track and manage submittals, RFIs, material deliveries, and testing schedules.

Maintain and distribute project schedules, including CPM and short-term look-ahead plans.

Assist with financial tracking, change orders, and progress billing.

Manage subcontractor and vendor documentation, including the preparation and tracking of purchase orders and contractual agreements.

Monitor project risks such as insurance, bonding, and contract compliance.

Communicate regularly with project stakeholders including owners, contractors, and designers.

Assist with estimating, bid preparation, and subcontractor engagement.

Manage and maintain subcontractor documentation, including preparing, reviewing, tracking, and submitting certified payroll records, pay applications, and insurance certificates.

Ensure timely collection and processing of subcontractor compliance documents.

Required Skills / Education :

23 years of experience in construction administration or coordination.

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

Experience in federal government contracting preferred.

Familiarity with construction practices and field operations.

Strong organizational, analytical, and documentation skills.

Excellent interpersonal and communication abilities.

Ability to work independently and manage multiple tasks.

Must maintain a valid driver's license.

Must pass a federal background check and comply with drug-free workplace policies.

OSHA 30 certification and Notary certification preferred.

Willingness to travel and work flexible hours as needed.

Physical Requirements (as required by OSHA and ADA) :

Ability to work weekends, holidays and evening hours as business demands.

Prolonged periods sitting at a desk and working on a computer.

Prolonged use of hands / fingers / arms to handle, feel, type, and reach.

Must be able to lift 25 pounds at a time.

Climbing, ascending or descending ladders, stairs, ramps.

Maintaining body equilibrium to prevent falling, walking, standing or crouching on narrow, slippery, or erratically moving surfaces.

Must be able to occasionally stand, stoop, kneel, crouch, or crawl; and is frequently required to walk.

Hearing sounds at normal speaking levels with or without correction.

Specific vision abilities include close, distance, color, peripheral, depth perception and the ability to adjust focus.

This list of duties / responsibilities is illustrative only of the tasks performed by this position and is not all inclusive. Signature below signifies understanding of the above job duties and responsibilities.