Project Administration Assistant Jobs in Phoenix, AZ

Summary: The Construction Project Support Administration Supervisor leads the administrative and operational support functions across construction projects, overseeing contract administration, financial oversight, compliance management, document control, and coordination between project teams, subcontractors, clients, and corporate departments.

This role manages a team of project administration professionals, establishing standardized procedures, assigning workloads, monitoring performance, and ensuring that project documentation and financial records are complete, accurate, compliant, and submitted on schedule.

• Oversee the administration, tracking, and maintenance of construction contracts, subcontracts, purchase requests, change orders, and related project documents.
• Review documentation for completeness, accuracy, required approvals, and compliance with established procedures.
• Coordinate contract execution and document distribution among project management, accounting, procurement, subcontractors, clients, and other stakeholders.
• Maintain organized and accurate contract files to support project operations, financial reporting, audits, and dispute resolution.
• Assist project teams in identifying contract discrepancies, missing documentation, and potential administrative or financial risks.

• Oversee project-related financial administration, including purchase requisitions, purchase orders, subcontractor invoices, payment applications, progress billings, change orders, and project cost documentation.
• Review financial submissions for completeness, supporting documentation, proper coding, and compliance with company procedures.
• Coordinate with accounting, procurement, and project teams to resolve invoice discrepancies, payment issues, contract balance concerns, and project cost variances.
• Monitor project commitments, billing status, outstanding invoices, retention, and other financial activities.
• Develop and maintain tracking tools and reports to improve visibility into project financial and administrative status.

• Ensure project administration activities comply with company policies, client requirements, contractual obligations, and internal control procedures.
• Monitors required documentation, approvals, insurance certificates, lien waivers, releases, safety records, and subcontractor compliance materials.
• Support internal and external audits by maintaining complete, accurate, and readily accessible project records.
• Protect confidential company, client, employee, and subcontractor information.

• Supervise, coach, and develop project administration professionals.
• Assign responsibilities and balance of workloads according to project priorities, deadlines, and team capacity.
• Establish clear performance expectations and monitor work quality, accuracy, productivity, and timely completion.
• Train and onboard new employees on company procedures, systems, documentation standards, and project requirements.
• Conduct team meetings, provide ongoing feedback, and support employee development.
• Facilitate effective communication among project administration, internal stakeholders, and client representatives.
• Serve as the escalation point for workflow-related issues.
• Provide coverage planning and cross-training to maintain operational continuity during absences or changes in staffing.
• Promote accountability, teamwork, process consistency, and continuous improvement.

• Bachelor's degree in business administration, construction management, accounting, finance, or related field preferred.
• Five or more years of experience in construction project administration, contract administration, project controls, accounting support, or related function.
• Prior supervisory or team leadership experience required.
• Experience supporting large or complex construction projects preferred.
• Experience working with subcontractors, purchase requests, purchase orders, contracts, invoices, payment applications, and project cost documentation.

• Fluent in spoken, written, and reading proficiency in both English and Mandarin Chinese.
• Strong leadership, coaching, delegation, and team-building abilities.
• Strong knowledge of construction administration, contract documentation, project financial processes, and compliance requirements.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple projects, competing priorities, and time-sensitive deadlines.
• Strong analytical, problem-solving, and conflict-resolution skills.
• Effective communication and interpersonal skills with the ability to work across departments and organizational levels.
• Ability to handle confidential and sensitive information professionally.
• Proficiency with Microsoft Excel, Word, Outlook, Teams, and project or enterprise resource planning systems.
• Ability to develop procedures, tracking tools, reports, and process improvements.

Additional Requirements:

• Must have and maintain a valid Arizona driver's license. May be required to travel to other sites within Arizona to perform certain work functions.