Project Administrator

Project Administrator

Location: Lunenberg, MA

Position Overview

Our client is seeking a highly organized and detail-oriented Project Administrator to support the Contracts Manager in managing the administrative, contractual, and financial processes associated with construction projects. This role is responsible for supporting bid activities, contract documentation, compliance tracking, and financial reporting while maintaining accurate project records across multiple systems.

The ideal candidate is comfortable working in a fast-paced construction environment, can manage multiple priorities simultaneously, and brings strong attention to detail along with basic accounting knowledge.

Key Responsibilities (Essential Duties & Functions)

Bid & Project Administration

• Support the full bid lifecycle, including researching upcoming bids, pulling bid documents, tracking addendums, and preparing bid packages.

• Coordinate with estimators to print, compile, review, and submit bids.

• Request bid bonds and coordinate delivery of bids.

• Email bid results to internal stakeholders.

• Set up and maintain project folders on shared drives.

• Maintain accurate bid tracking logs and system entries.

Contract Documentation & Compliance

• Draft, review, and administer contracts, subcontracts, purchase orders, and change orders.

• Maintain construction contract documents from pre-construction through closeout in accordance with record-retention requirements.

• Ensure compliance with contractual terms and conditions.

• Prepare, submit, and track certified payroll documentation via email, mail, and state EBO systems.

• Prepare, request, and maintain documents required for state EEO/EBO reporting.

• Request COIs, performance bonds, and payment bonds as required.

Financial & Accounting Support

• Review and process project and standalone invoices, including quantity verification and receipting.

• Track daily tons sheets, material batch reports, and job progress reports for accuracy.

• Support month-end processes, including:

• Progressing tons not yet billed

• Escalation and diesel adjustments

• Bond and cost movements

• Month-end tax support

• Assist with weekly and monthly project and financial reporting.

• Maintain spreadsheets and logs for crew tonnages, jobs, police details, and related operational metrics.

Systems, Reporting & Administrative Support

• Set up projects by exporting data from estimating systems and importing into accounting/project management platforms.

• Maintain and update data across multiple internal systems.

• Scan and route incoming mail to appropriate team members.

• Print and distribute reports upon request.

• Support Project Managers, Superintendents, Estimators, and resident engineers with documentation and reporting needs.

• Perform additional administrative and project-related duties as assigned.

Required Skills & Qualifications

• Strong attention to detail with excellent organizational and multitasking abilities.

• Basic accounting and financial knowledge.

• Experience supporting construction or project-based environments preferred.

• Proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint), with strong Excel skills.

• Ability to work across multiple systems and software platforms.

• Strong analytical and problem-solving skills.

• Excellent written and verbal communication skills.

• Professional demeanor with the ability to work effectively with internal teams, subcontractors, and external stakeholders.

• Self-motivated with the ability to work independently and with minimal supervision.

• Strong time-management and prioritization skills.

• Ability to perform in a fast-paced, deadline-driven, and team-oriented environment.

Work Environment

• Office-based role within a construction-focused organization.

• High-volume, deadline-driven setting requiring strong coordination and accuracy.

• Regular interaction with operations, finance, and project teams.

Job Type & Location

This is a Contract position based out of Lunenburg, MA.

Pay and Benefits

The pay range for this position is $30.00 - $35.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Lunenburg,MA.

Application Deadline

This position is anticipated to close on May 13, 2026.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.