Project Administrator

Job Description

Job Description

We are seeking a highly organized and detail-oriented Project Administrator with experience in the heavy civil, construction, or infrastructure industry. The ideal candidate will have a strong understanding of Louisiana Department of Transportation and Development (LADOTD) requirements and be experienced in managing construction documentation, contracts, bonds, insurance, licensing, and project compliance.

This position plays a critical role in ensuring projects are properly set up, maintained, and administered from award through closeout while supporting project managers with all administrative and contractual requirements.

Essential Responsibilities

Project Administration

• Set up new projects and maintain project documentation throughout the project lifecycle.
• Coordinate project startup activities, including required documentation and compliance.
• Maintain electronic and physical project files.
• Track project milestones, deadlines, and deliverables.
• Assist Project Managers with daily administrative tasks.

Contracts & Compliance

• Review owner contracts and subcontract agreements.
• Prepare and process subcontract agreements.
• Ensure all required contract documents are completed accurately and submitted on time.
• Monitor contract compliance throughout each project.
• Track contract modifications, amendments, and change orders.

LADOTD Administration

• Prepare and submit documentation required by LADOTD.
• Maintain compliance with LADOTD specifications, policies, and procedures.
• Coordinate certified payroll documentation when applicable.
• Track DBE documentation and participation requirements.
• Ensure all required project certifications and reports are submitted timely.
• Assist with bid documentation and post-award requirements.

Bonds, Insurance & Licensing

• Coordinate bid bonds, performance bonds, payment bonds, and bond renewals.
• Maintain contractor licenses and registrations.
• Track insurance certificates for subcontractors and vendors.
• Ensure compliance with state licensing requirements.
• Maintain records for insurance policies, renewals, and endorsements.

Project Documentation

• Process submittals and Requests for Information (RFIs).
• Maintain logs for:
• • RFIs
  • Submittals
  • Change Orders
  • Pay Applications
  • Purchase Orders
  • Material Deliveries
  • Meeting Minutes
• Prepare project closeout documentation.

Financial Support

• Assist with project billing and pay applications.
• Track lien waivers and releases.
• Coordinate vendor documentation.
• Assist with invoice processing and cost tracking.
• Support monthly project reporting.

Communication

• Serve as a liaison between owners, subcontractors, vendors, engineers, and project managers.
• Schedule meetings and maintain meeting minutes.
• Communicate project deadlines and documentation requirements.

Qualifications

Required

• Minimum 3–5 years of project administration experience in heavy civil or commercial construction.
• Experience working with LADOTD projects.
• Strong knowledge of:
• • Construction contracts
  • Bid packages
  • Performance and payment bonds
  • Contractor licensing
  • Insurance certificates
  • Change orders
  • Subcontracts
  • Public works documentation
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• High attention to detail.
• Ability to manage multiple projects simultaneously.

Preferred

• Experience with public works projects.
• Knowledge of Louisiana public bid laws.
• Familiarity with certified payroll requirements.
• Experience coordinating DBE compliance.
• Experience with project management or construction management software.
• Knowledge of accounting software such as Spectrum, Vista, Sage 300 CRE, or similar.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.

Technical Skills

• Microsoft Excel
• Microsoft Word
• Outlook
• Adobe Acrobat
• Construction Management Software (preferred)
• Document Management Systems
• Electronic Bid Submission Platforms