[Hiring] Project Administrator @Elevate and Delegate

Role Description

• Maintain the Development Team's meeting calendar, including meeting invites, agendas, and minutes.
• Maintain and update the project master tracker.
• Receive, log, organize, and maintain Notices to Owner.
• Receive, log, save, and request updates to Certificates of Insurance (COIs).
• Track the status of permit submissions, reviews, and comments.
• Maintain a permit log and follow up on outstanding items.
• Save and organize all contracts, change orders, and project-related documentation.
• Process DocuSign documents and coordinate notary requirements as needed.
• Distribute signed and notarized documents to the appropriate parties and maintain organized records on the shared drive.
• Maintain accurate project files and ensure documentation is properly named, stored, and easily accessible.
• Process and track purchases (e.g., furniture, accessories, stone material, etc.).

• Review and process pay applications and invoices according to established workflows and approval requirements.
• Review Schedules of Values (SOVs) for accuracy and completeness.
• Track approved contract values, invoiced amounts, payments, and remaining balances.
• Maintain job cost information and project financial tracking spreadsheets or Yardi reports.
• Track the timeliness of pay applications and invoices to ensure compliance with Owner contract requirements.
• Verify that required documentation is included with pay applications, including:
  • Conditional lien releases
  • Unconditional lien releases
  • Subcontractor backup
  • Supporting documentation
  • Other contractual requirements
• Coordinate and support the pay application and lender draw process.
• Maintain accurate records of invoices and payment documentation on the shared drive.
• Follow up with contractors, subcontractors, and internal teams regarding missing or incomplete documentation.
• Inform the Project Manager once payments have been processed.

Qualifications

• 3+ years of experience in construction administration, construction project coordination, or a related field.
• Previous experience working with construction projects, contractors, subcontractors, or developers.
• Strong understanding of job costing and construction financial processes.
• Experience reviewing Schedules of Values, pay applications, invoices, and supporting documentation.
• Familiarity with construction permits and permit tracking.
• Experience maintaining project trackers, logs, and documentation.
• Understanding of contracts, change orders, insurance certificates, and lien releases.
• Strong proficiency with Microsoft Excel/Google Sheets and document management systems.
• Experience with Yardi or similar construction/project accounting software is a plus.
• Excellent organizational and follow-up skills.
• Strong attention to detail and ability to manage multiple projects and deadlines.
• Strong written and verbal English communication skills.
• Ability to work effectively with U.S.-based development, design, construction, and accounting teams.
• Experience working with U.S. construction projects.
• Preference given to those with Microsoft Project experience.

What We're Looking For

• The ideal candidate is someone who can operate independently, stay on top of multiple project details, and proactively follow up on outstanding items.
• They should be comfortable working with both administrative documentation and construction-related financial information.
• A strong understanding of the construction process is beneficial, but above all, we are looking for someone who is organized, detail-oriented, dependable, and experienced in construction project administration and job costing.

Application Process

• As part of your application, you’ll be asked to record your responses to the initial interview questions through a Loom video (questions & instructions are in the application page).
• Our team will carefully review your submission, and if shortlisted, we’ll share your responses with the client for their review and next steps.
• Please treat this recording as you would a real interview:
  • Come prepared and make sure you’re clearly visible on camera.
  • Record your answers in a quiet, well-lit, and clutter-free space with a stable internet connection.
  • We’re excited to get to know you better! Show us your personality and strengths. We encourage you to answer authentically and in your own words, without reading from a script or using AI tools.