• 15-Jan-2018 to 16-Mar-2022 (CST)
  • Project Opportunities
  • Houston, TX, USA
  • Full Time
  • Project Opportunities

Job Description: Project Administrator

Schedule             Typically Monday through Friday working as many hours as necessary successfully perform the job

Travel                  Occasional Local Travel

Objective             The Project Administrator is responsible for on-site administrative tasks to support the project team.

Regular Job Duties

  1. Utilize MS Word, MS Excel, and MS Outlook to create documents, respond to inquiries and create spreadsheets
  2. Distribute and receive bi-weekly overnight packages from the regional office
  3. Order office supplies
  4. Assist with new hire processing at the job site
  5. Answer job trailer phone, route phone calls, answer general inquiries, take messages, and contact others as requested
  6. Assist with additional administrative tasks
  7. Maintain common work areas including meeting rooms and break rooms
  8. Maintain a highly organized work area and manage multiple projects simultaneously

Duties During the Mobilization Phase

  1. Obtain miscellaneous office supplies, equipment, copier, etc, if directed by the Project Manager. Coordinate with IT department on phones, computers and other IT items with the direction of the Project Manager.
  2. Obtain date stamp, routing stamp, and payment authorization stamp.
  3. Insure Human Resources is notified of all field changes and employee changes.
  4. Obtain copies of tax exemption certificates, insurance information and bond information as required.
  5. Set up General files, Subcontractor Correspondence files and Accounting files.
  6. Set up postal service.
  7. Set up the Subcontractors Certificates of Insurance Log. Record expiration dates on the Subcontract/Purchase Contract Payment Status Sheet.
  8. Coordinate with IT for internet service and telephone service.
  9. Review the Contract Signature and Insurance Status Logs to ensure all Subcontractor information is correct and assist Contract Administrator in obtaining documents, if directed by the Project Manager.
  10. Invoice Processing: Date stamp material invoices, determine cost and pay item codes and process approval for payment signatures.Maintain delivery tickets and match to invoices. Subcontractor and Vendor invoices or pay application procedures. Maintain a file for each Vendor and Subcontractor. Answer inquiries concerning status of account payable. Update Subcontractor/Purchase Contract Payment Status form, if used. Obtain unconditional, conditional and partial release of liens when required. Keep track of any subcontract payments that have been put on hold. Verify Subcontractor certified wage compliance, if required by contract.
  1. Miscellaneous Procedures
    • Maintain the Subcontractor Insurance by uploading into Ebix to ensure all insurance is current.
    • Report collection of monthly progress billings to the Project Manager. Immediately notify the Accounting Department upon payment receipt. 
    • Assist other team members when requested.
    • Maintain a stock of office supplies and equipment.
    • Help Post required posters on jobsite.
    • Notarize documents.
    • On Federally-funded jobs and other projects as required, review and maintain Subcontractor certified payrolls.
    • Help maintain records of computer related equipment and the transfers of equipment as needed.
  2. Box up and label field office files and store as directed by the Project Manager.
  3. Return rented office equipment.


  1. High school diploma or general education degree (GED)
  2. One (1) to three (3) years related experience and/or training
  3. Be able to communicate in English via verbal and written communications
  4. Moderate to high level of computer skills in MS Word, MS Excel, and MS Outlook
  5. Valid driver license for occasional, required travel
  6. Notary Public in State of Texas is considered a plus
  7. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals
  8. Moderate physical activity performing somewhat strenuous daily activities of a primarily administrative nature. Some exposure to outdoors with changing weather conditions such as rain, sun, snow, and wind
  9. Strong organizational skills and record keeping.
  10. Ability to physically maneuver by foot minor obstacles at construction projects

The Statements herein are intended to describe the general nature and levels of work performed by employees, but are not a complete list of responsibilities, duties and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

Webber, LLC provides equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, gender, national origin, age, disability, or status as a Vietnam Era or special disabled veteran in accordance with applicable federal and state laws. Webber, LLC complies with applicable local, state and federal laws governing nondiscrimination in employment at each location the Company operates. This policy applies to all terms and conditions of employment, including, but not limited to: hiring, placement, promotion, termination, leaves of absence, compensation, and training.

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