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Project Administrator

Full Job Description
Hoffman Planning, Design & Construction, Inc. is a Wisconsin-based, integrated Total Project Management firm serving clients throughout the state and across the country. We provide clients with a single source of responsibility from the earliest planning stages through completion of construction. We are growing, and looking to add a Project Administrator.

Reporting Structure
Reports to VP of Finance and Administration or VP of Construction as relates to process and operations. Works at the direction of designated project leader for project specific work.

Job Summary
Project Administrator assists and supports the project team with all aspects of design and construction management during the planning, design, construction, and project close-out phase.

Essential Duties and Responsibilities

1. Estimating support – maintain historical cost database

2. Bidding support – preparation and assembly of bid documents, subcontractor solicitation, distribute plans, prepare bid tab, and bid qualification documents, maintain bidder’s lists

3. Subcontractor contract support – assist with assembling required contract documentation

4. Submittal administration – log and route submittals, maintain and distribute submittal log

5. Project accounting – assist with change order administration and project budget updates

6. Project accounting – processing subcontractor invoices and general invoices related to the project

7. Project progress – assist with subcontractor and supplier communications, assist with permits and attend team meetings as requested; project document management

8. Project close-out – assist with inspection and occupancy preparation and documentation, obtaining close-out documentation from subcontractors, assist with punch lists

9. Follow risk management policies and alert Director of Accounting and Senior Project Manager of any discrepancies in procedure or documentation

10. Other tasks administrative and project related tasks as requested

Secondary Duties and Responsibilities

1. Assist accounting and corporate administration team

2. Assist as requested with orientation and training of new employees


1. Associate degree in business, accounting or construction management or equivalent experience

2. Proficient with Microsoft Office, business and project management software required to perform assigned work; maintains proficiency as these systems change

3. Excellent interpersonal and communication skills (written and verbal)

Physical Demands, Time Requirements and Standards Applicable to this Position
Available for occasional overtime and extended business day

Job Type: Full-Time

- Dental insurance
- Health insurance
- Paid time off
- Vision insurance

- Day shift
- Monday to Friday

Work Location: One location

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If you are interested in joining our team, please complete the employment application and email it, along with your resume, to our HR partner

Download our employment application here.

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Toll Free: 1-800-236-2370
Local: 1-920-731-2322
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