Project Administrator

Location: Baton Rouge, LA
Employment Type: Full-Time

Position Overview

We are seeking a highly organized and detail-oriented Project Administrator with experience in the heavy civil, construction, or infrastructure industry. The ideal candidate will have a strong understanding of Louisiana Department of Transportation and Development (LADOTD) requirements and be experienced in managing construction documentation, contracts, bonds, insurance, licensing, and project compliance.

This position plays a critical role in ensuring projects are properly set up, maintained, and administered from award through closeout while supporting project managers with all administrative and contractual requirements.

Key Responsibilities

• Project Administration

  • Set up new projects and maintain project documentation throughout the project lifecycle.

  • Coordinate project startup activities, including required documentation and compliance.

  • Maintain electronic and physical project files.

  • Track project milestones, deadlines, and deliverables.

  • Assist Project Managers with daily administrative tasks.

  Contracts & Compliance

  • Review owner contracts and subcontract agreements.

  • Prepare and process subcontract agreements.

  • Ensure all required contract documents are completed accurately and submitted on time.

  • Monitor contract compliance throughout each project.

  • Track contract modifications, amendments, and change orders.

  LADOTD Administration

  • Prepare and submit documentation required by LADOTD.

  • Maintain compliance with LADOTD specifications, policies, and procedures.

  • Coordinate certified payroll documentation when applicable.

  • Track DBE documentation and participation requirements.

  • Ensure all required project certifications and reports are submitted timely.

  • Assist with bid documentation and post-award requirements.

  Bonds, Insurance & Licensing

  • Coordinate bid bonds, performance bonds, payment bonds, and bond renewals.

  • Maintain contractor licenses and registrations.

  • Track insurance certificates for subcontractors and vendors.

  • Ensure compliance with state licensing requirements.

  • Maintain records for insurance policies, renewals, and endorsements.

  Project Documentation

  • Process submittals and Requests for Information (RFIs).

  • Maintain logs for:

  • RFIs

  • Submittals

  • Change Orders

  • Pay Applications

  • Purchase Orders

  • Material Deliveries

  • Meeting Minutes

  • Prepare project closeout documentation.

  Financial Support

  • Assist with project billing and pay applications.

  • Track lien waivers and releases.

  • Coordinate vendor documentation.

  • Assist with invoice processing and cost tracking.

  • Support monthly project reporting.

  Communication

  • Serve as a liaison between owners, subcontractors, vendors, engineers, and project managers.

  • Schedule meetings and maintain meeting minutes.

  • Communicate project deadlines and documentation requirements.

Preferred Qualifications & Experience

• Required

  • Minimum 3–5 years of project administration experience in heavy civil or commercial construction.

  • Experience working with LADOTD projects.

  • Strong knowledge of:

  • Construction contracts

  • Bid packages

  • Performance and payment bonds

  • Contractor licensing

  • Insurance certificates

  • Change orders

  • Subcontracts

  • Public works documentation

  • Excellent organizational and time management skills.

  • Strong written and verbal communication skills.

  • High attention to detail.

  • Ability to manage multiple projects simultaneously.

  Preferred

  • Experience with public works projects.

  • Knowledge of Louisiana public bid laws.

  • Familiarity with certified payroll requirements.

  • Experience coordinating DBE compliance.

  • Experience with project management or construction management software.

  • Knowledge of accounting software such as Spectrum, Vista, Sage 300 CRE, or similar.

  • Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.

  Technical Skills

  • Microsoft Excel

  • Microsoft Word

  • Outlook

  • Adobe Acrobat

  • Construction Management Software (preferred)

  • Document Management Systems

  • Electronic Bid Submission Platforms

What We Offer

• Competitive pay based on experience

• Opportunities for growth and advancement

• Supportive and team-oriented work environment

• Paid holidays and benefits package

• Hands-on experience in project operations and management

If you are organized, driven, and ready to grow your career in project management, we would love to hear from you. Complete the form below!