Project Administrator - Gables Search Group

Title: Project Administrator

Location:Long Beach, CA – full-time in person

Position Summary:The Project Administrator will support the project management team in planning, executing, and finalizing pipeline and facility construction projects in the Oil & Gas industries. This role requires excellent organizational skills, attention to detail, and the ability to handle multiple tasks efficiently. The ideal candidate will have experience in construction project administration and a solid understanding of project management principles.

Key Responsibilities:

• Assist project managers with planning and scheduling project activities.
• Coordinate project meetings, including preparing agendas, taking minutes, and following up on action items.
• Maintain and update project documentation, including contracts, change orders, submittals, and progress reports.
• Monitor project budgets, track expenses, and prepare financial reports for management
• Communicate with clients, subcontractors, suppliers, and other stakeholders to ensure project requirements are met.
• Assist in the preparation and submission of project proposals, bids, and other documentation.
• Ensure compliance with company policies, safety regulations, and industry standards.
• Maintain project documentation control, ensuring documents are up-to-date and easily accessible.
• Assist with the preparation of project closeout documents and final reports.
• Assist with timely project billings and reporting
• Provide administrative support to the project team as needed.

Qualifications:

• Bachelor’s degree in construction management, business administration, or a related field preferred, but not required.
• Minimum of 3 years of experience in project administration, preferably in the construction industry.
• Proficiency in Microsoft Office Suite – with particular experience in Microsoft Excel to assist with cost analysis.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication skills.
• Attention to detail and a high level of accuracy.
• Ability to work independently and as part of a team.
• Knowledge of construction and industry regulations is a plus.

Key Competencies:

• Strong problem-solving skills and the ability to anticipate and mitigate issues.
• Critical thinking and analysis to contribute to continuous improvement enhancements.
• Ability to handle confidential and sensitive information with discretion.
• Strong interpersonal skills and the ability to build and maintain relationships with members of the team, management, vendors, and clients.
• High level of professionalism and a commitment to quality and safety.