Project Administrator

Position Summary:

The Project Administrator is a key role in Garrett Excavating, as this position is responsible for ensuring processes, the flow of multiple activities, project data, are all handled consistently. The Project Administrator, under direction of the Office Manager, will play a role in a wide range of areas, all while providing high-quality service to customers and staff members. The Project Administrator is a full-time role operating out of our main office, with occasional travel to project sites, supplier/vendor facilities, and municipal offices with a full focus on efficient, high-quality behind the scenes support of our field production.

Primary Duties:

Duties include, but are not limited to:

• Prepare job start-up packets using established company requirements, including contact lists, plan sets, safety documents, utility tickets, and site logistics.
• Enter, update, and maintain project information in project management software.
• Organize and maintain project files, both digital and hard copy (plans, permits, statements, etc.), and assist with locating missing documentation when needed.
• Coordinate utility locate requests (811) and follow up to confirm clearance status.
• Track the submission of daily logs, receipts, project photos, and foreman paperwork, and communicate gaps to the superintendent or project management team.
• Schedule project-related meetings and prepare agendas, notes, and meeting minutes.
• Gather feedback from site contacts as part of project closeout or scheduled check-ins.
• Answer incoming calls with professionalism and courtesy, directing inquiries to the appropriate team members as needed.
• Manage office supply inventory and maintain back stock for field teams.
• Maintain a clean, organized, and professional appearance throughout the front lobby, meeting rooms, and shared common areas.
• Receive, log, and distribute incoming mail and shipments.
• Travel occasionally to project sites, municipal offices, or vendor facilities to pick up or deliver plans, permits, specialty materials, or site-specific signage.
• Assist with assembling bid documents and updating pricing sheets as directed.
• Support preparation and organization of contract documents, subcontractor paperwork, and insurance certificates.
• Assist with organizing documentation related to bonds, licenses, registrations, and other compliance-related requirements.
• Verify that required safety documents and SDS sheets are present and properly filed for each project.
• Track permit, inspection, and job-specific expiration dates and communicate upcoming deadlines to the appropriate team members.
• Assist with onboarding new field employees by preparing badges, paperwork packets, and basic orientation materials.
• Provide support related to payroll preparation and personnel recordkeeping.
• Help document existing processes and updates to standard operating procedures as they are refined

What Success Looks Like in This Role:

The ideal Project Administrator is proactive, organized, and deeply reliable. You're the kind of person who takes ownership of the little things, knowing they add up to a smoother, more productive day for the whole team. You anticipate needs before they're spoken, communicate clearly and kindly, and take pride in keeping things on track behind the scenes. You're also looking to continue learning new things, and aren't afraid to ask for help when needed.

You're comfortable managing a variety of tasks - from fielding calls and keeping the office stocked to helping with compliance deadlines and supporting project tracking - and you do it all with accuracy, positivity, and a sense of calm.

In this role, success looks like:

• Deadlines met without reminders.
• The office and common areas are stocked, clean, and professional-looking.
• Team members and visitors feel welcomed and supported.
• Processes like permitting, onboarding, and recordkeeping run smoothly.
• The rest of the team can stay focused on their work because you've already handled your work.

Minimum Qualifications:

• High school diploma or equivalent
• 2+ years of customer service, administrative experience, or other transferable experience
• Proficiency with Microsoft Office and Google Workspace (Docs, Sheets, Gmail, Calendar, etc.)
• Strong communication skills—both verbal and written
• Excellent attention to detail; able to identify and correct errors
• Strong organizational and multitasking abilities
• Able to work independently and under supervision
• Professional demeanor and excellent interpersonal skills
• High level of discretion and ability to maintain confidentiality
• Proactive approach with a sense of urgency and follow-through
• Ability to adapt and perform in a dynamic work environment

Preferred Qualifications:

• Prior experience in an administrative support role
• Associate's or Bachelor's degree (or progress toward one)
• Familiarity with the excavation or site preparation industry
• Experience in commercial construction

Employment Requirements:

• Pre-hire background screen required.
• Valid Driver's License and Clean Driving Record required.

Job Type: Full-time

Pay: $ $25.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

People with a criminal record are encouraged to apply

License/Certification:

• Driver's License (Preferred)

Ability to Commute:

• Milford, OH Preferred)

Work Location: In person