Freelance Assistant Project Manager Jobs in Baton Rouge, LA

GeoSurfaces, a TenCate Company
Location: St. Gabriel, LA

TenCate Grass is a global leader in the design, manufacturing, installation, and recycling of synthetic turf systems for sports and landscaping applications. With operations across North America, Europe, the Middle East, and Asia Pacific, we are fully integrated from R amp;D through installation, delivering innovative, high-quality surfaces that support healthier communities and peak athletic performance.

This position supports GeoSurfaces, a TenCate company specializing in the design, construction, and installation of high-performance sports surfaces and athletic facilities. The role will work closely with Project Managers, accounting, field leadership, subcontractors, vendors, and other internal partners to keep projects organized, accurately documented, and moving forward.

GeoSurfaces is seeking a Project Administrator to provide project documentation, system, and administrative support to Project Managers, accounting, and operations throughout the lifecycle of construction projects. This position is responsible for project setup in Microsoft Dynamics 365 Business Central, submittal coordination, payment application support, bonds and certificates of insurance, change order and RFI tracking, and project closeout.

During GeoSurfaces' transition to Business Central, this role will also support the review of the current cost-code structure, data preparation, migration, validation, testing, and process development. Following implementation, the Project Administrator will help support system adoption, resolve routine administrative issues, and assist Project Managers and accounting through the continued growth and refinement of Business Central processes.

• Become familiar with GeoSurfaces' current project cost-code structure, accounting processes, and project documentation requirements.

• Support operations leadership and accounting with the migration of project and financial data into Microsoft Dynamics 365 Business Central.

• Assist with reviewing, organizing, cleaning, and validating information before and after migration.

• Identify incomplete, inconsistent, or inaccurate project data and coordinate corrections with the appropriate team members.

• Assist with testing project workflows, documentation requirements, and system functionality before implementation.

• Document Business Central procedures and help develop consistent administrative processes.

• Provide ongoing support to Project Managers and other users as they transition to the new system.

• Help troubleshoot routine Business Central questions and escalate technical or accounting-related issues as appropriate.

• Support continued process improvements following implementation.

• Establish new projects within Business Central using approved contract, budget, customer, and project information.

• Confirm project records include the appropriate cost codes, billing information, contract values, and internal assignments.

• Maintain accurate project information throughout the project lifecycle.

• Coordinate with Project Managers and accounting to resolve missing or conflicting setup information.

• Maintain organized electronic project files in accordance with company standards.

• Collect product data, specifications, samples, shop drawings, warranties, and other required submittal information.

• Assist Project Managers with assembling and submitting project submittal packages.

• Maintain submittal logs and track review, approval, revision, and resubmission statuses.

• Follow up with internal teams, vendors, subcontractors, and manufacturers regarding outstanding documentation.

• Ensure approved submittals and supporting documents are properly filed and accessible to the project team.

• Assist Project Managers with the preparation and administration of project payment applications.

• Collect and organize tax forms, lien waivers, sworn statements, and other required billing documentation.

• Track outstanding documents needed from vendors and subcontractors.

• Coordinate with Project Managers and accounting to help ensure payment-application packages are complete and submitted on schedule.

• Maintain records of submitted payment applications, supporting documents, approvals, and payment status.

• Help resolve routine documentation issues that may delay billing or payment.

• Coordinate requests for bid bonds, performance bonds, payment bonds, and other project-specific bond requirements.

• Collect the information necessary to prepare bond requests and work with internal or external partners to complete submissions.

• Request and provide certificates of insurance to project owners, general contractors, or other authorized parties.

• Track insurance requirements, endorsements, expiration dates, and outstanding requests.

• Maintain organized records of bonds, insurance certificates, and related correspondence.

• Maintain logs for project change orders, potential change orders, and requests for information.

• Track submission dates, response dates, approval statuses, values, and required follow-up.

• Assist Project Managers with collecting supporting documentation for change-order requests.

• Ensure approved change orders are reflected in Business Central and project records.

• Monitor open items and communicate approaching deadlines or outstanding responses to Project Managers.

• Maintain complete and organized records of project changes and related correspondence.

• Coordinate administrative closeout activities for completed projects.

• Collect warranties, operation and maintenance information, final lien waivers, as-built documentation, completion forms, and other required closeout materials.

• Maintain project closeout checklists and communicate outstanding items to Project Managers.

• Assemble and submit closeout packages in accordance with contract requirements.

• Confirm required project documents are properly stored within Business Central and company files.

• Assist Project Managers and accounting with final project reconciliation and administrative completion.

• Provide administrative support to Project Managers and project leadership.

• Prepare reports, logs, correspondence, and project documentation as needed.

• Coordinate with accounting, operations, vendors, subcontractors, and customers to obtain required information.

• Protect confidential business, employee, customer, and financial information.

• Identify opportunities to improve project-administration processes and documentation.

• Perform additional duties as assigned based on project and business needs.

• High school diploma or equivalent required; associate or bachelor's degree in business administration, construction management, accounting, or a related field preferred.

• Two or more years of experience in construction administration, project administration, accounting support, document control, or a related role preferred.

• Experience working with project cost codes, construction billing, payment applications, lien waivers, submittals, bonds, or project closeout documentation strongly preferred.

• Experience with Microsoft Dynamics 365 Business Central, another ERP platform, or construction-management software preferred.

• Strong analytical, organizational, and problem-solving skills.

• Exceptional attention to detail and commitment to data accuracy.

• Ability to manage multiple projects, deadlines, and documentation requirements simultaneously.

• Strong written and verbal communication skills.

• Ability to work collaboratively with Project Managers, accounting personnel, field teams, vendors, subcontractors, and customers.

• Proficiency with Microsoft Office, particularly Excel, Outlook, and Word.

• Ability to learn company systems, cost structures, and administrative processes quickly.

• Comfort working in a changing environment and helping teams adopt new systems and processes.

• Previous experience supporting an ERP implementation or data-migration project.

• Knowledge of construction cost codes and project accounting processes.

• Experience supporting payment applications, lien-waiver tracking, or contract compliance.

• Experience developing administrative procedures or training materials.

• Familiarity with synthetic turf, sports construction, or specialty contracting.

• Notary Commissioned in Louisiana

• Opportunity to play an important role in GeoSurfaces' transition to Business Central and help shape project-administration processes for the future.

• Collaborative, team-oriented environment with exposure to project management, operations, accounting, and technology-driven process improvement.

• Competitive compensation and comprehensive benefits package, including medical, dental, vision, paid time off, holidays, and 401(k).

Candidates must be authorized to work in the United States without current or future employer sponsorship.

TenCate Grass is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants and do not discriminate based on race, color, religion, sex, national origin