Project Manager Assistant/Contract Admin Assistant

Project Coordinator / Contract Administrator

Earth Tek Engineering

Position Summary

Earth Tek Engineering is seeking a highly organized and detail-oriented Project Coordinator / Contract Administrator to support multiple Project Managers on grading, excavation, site development, and construction projects. This position plays a critical role in project coordination, cost tracking, documentation management, and communication between field and office teams.

The ideal candidate has construction industry experience, a strong understanding of grading and site development operations, and advanced Microsoft Excel skills. This individual must be capable of managing multiple priorities, maintaining accurate records, and supporting project teams throughout all phases of construction.

Essential Duties & Responsibilities

• Provide administrative and project coordination support to multiple Project Managers.
• Maintain and organize project documentation, including contracts, subcontracts, change orders, Requests for Information (RFIs), submittals, permits, and project correspondence.
• Create, maintain, and update project tracking spreadsheets using advanced Microsoft Excel functions.
• Track project budgets, commitments, invoices, production, and job costs.
• Assist Project Managers with project reporting, forecasting, cost analysis, and project performance tracking.
• Coordinate communication between Project Managers, Superintendents, Foremen, Subcontractors, Suppliers, Engineers, and Clients.
• Prepare purchase orders, subcontract agreements, and material procurement documentation.
• Maintain project schedules and track milestones, inspections, deadlines, and deliverables.
• Assist with monthly reporting and project status updates.
• Support bid preparation, proposals, contract administration, and project closeout documentation.
• Review and maintain compliance documents, insurance certificates, permits, and subcontractor records.
• Participate in project meetings and prepare meeting minutes and action item lists.
• Maintain organized electronic and physical project files.
• Perform additional duties as assigned to support project operations and business objectives.

Education & Experience

• Demonstrated knowledge of Construction Management, Engineering, Business Administration, or related disciplines, with 2-5 years of experience supporting construction projects in a project coordination, project administration, or project support capacity.
• Experience within grading, excavation, site development, or general construction environments preferred.
• Experience supporting multiple Project Managers and construction projects simultaneously.

Required Qualifications

• Advanced proficiency in Microsoft Excel, including:
• Pivot Tables
• XLOOKUP/VLOOKUP
• Conditional Formatting
• Formulas and Functions
• Data Analysis and Reporting
• Spreadsheet Development and Maintenance
• Demonstrated ability to create and maintain project tracking spreadsheets, cost reports, and construction-related reporting tools in Microsoft Excel.
• Strong understanding of construction terminology, contracts, and project documentation.
• Knowledge of grading, excavation, and site development operations.
• Ability to read and interpret construction plans, specifications, and project documents.
• Strong mathematical and analytical skills.
• Excellent organizational skills with exceptional attention to detail.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong written and verbal communication skills.
• Ability to work effectively with project teams, field personnel, subcontractors, vendors, engineers, and clients.
• Self-motivated with the ability to work independently and prioritize workload in a fast-paced environment.
• Strong problem-solving and critical-thinking skills.

Preferred Qualifications

• Experience supporting grading and site development projects, including coordination of project documentation, budgets, schedules, and field operations.
• Experience maintaining project records, tracking budgets, production, and project progress while supporting Project Managers throughout all phases of grading and site development construction.
• Knowledge of public works contracts, permitting processes, and construction documentation.
• Experience with job costing, budget tracking, and cost forecasting.
• Experience reviewing grading plans, utility plans, and civil engineering drawings.
• Experience using P…