Project Administrator

Responsibilities

• Project Setup & Procore Administration
• Set up new projects in Procore - prime contract, project budget, directory, document structure, and subcontractor access
• Enter and maintain project budgets in Procore; ensure budget structure aligns with the estimate and is current throughout the project lifecycle
• Coordinate with Accounting on Sage 100 job setup to ensure alignment between Procore project records and the accounting system
• Subcontract & Purchase Order Management
• Draft, issue, and track subcontracts and purchase orders through the Procore Commitments module, based on scope and pricing approved by the Project Manager
• Maintain executed subcontract and PO logs; confirm insurance certificates and bonding requirements are on file before notice to proceed
• Process and log subcontract change orders approved by the Project Manager; maintain a current change order log for every active project
• Coordinate with Project Managers on scope-of-work language and contract values prior to subcontract issuance
• Owner Billing & Pay Applications
• Prepare monthly owner pay applications in AIA G702/G703 format or owner-specified format and route to the Project Manager for review and approval prior to owner submission
• Set up and maintain Schedule of Values; manage stored materials documentation and retainage tracking by project
• Track billing status across all active projects; flag overbilling, underbilling, and retainage release timing to the PM and Controller
• Lien Waiver & Compliance Tracking
• Track and collect conditional and unconditional lien waivers from all subcontractors and suppliers for each pay period; ensure waivers are on file before payment release
• Maintain a current lien waiver log by project; flag delinquent or missing waivers to the Project Manager and Controller
• Ensure subcontractor insurance certificates and bonding documentation remain current throughout the project lifecycle; flag expirations and non-compliance
• Certified Payroll Support
• Assist Accounting with certified payroll compliance on prevailing wage projects - Davis-Bacon and Texas state prevailing wage as applicable
• Coordinate with the payroll team on craft classifications, fringe benefit documentation, and weekly WH-347 report submissions as needed
• Maintain project-level certified payroll records to ensure files are complete and audit-ready; flag compliance issues to the Controller and PM immediately upon identification
• Project Documentation & Closeout
• Maintain project documentation systems in Procore: RFIs, submittals, meeting minutes, daily logs, inspection reports, transmittals, and as-built records
• Ensure documentation standards and filing systems are aligned with the Project Manager's expectations and accessible to the project team
• Manage administrative closeout for completed projects - final lien waivers, warranty documentation, O&M manuals, and Procore project archiving
• Coordinate with Accounting on final billing, retainage release, outstanding receivables, and Sage job close at project completion

Benefits

Additional Information

Champion Your Future with Tarkett Sports! Build your career with a world leader in sports construction and surfacing. We are seeking a Project Administrator to support our team at Tarkett Sports Construction. This role is based out of our Fort Worth or San Antonio, TX offices, reporting to the Director of Construction Operations, with dotted-line coordination with the Controller on financial reporting and compliance. The Project Administrator owns project-level administration for TSC-Texas construction projects - from contract execution through closeout - with a focus on Procore-based project controls, subcontract administration, owner billing, and documentation management. Born from an entrepreneurial spirit and driven to find better solutions, Tarkett Sports challenges the status quo and continues to change the game for athletes and facility owners - pioneering innovations that have reshaped entire industries. Our team is made up of the most experienced and knowledgeable experts in the field. From architectural design and full-scope construction to a comprehensive portfolio of industry-leading sports surfacing solutions, we lead with passion, pride, and purpose. Trusted at every level, from professional stadiums to local community venues, Tarkett Sports is at the surface of over 80,000 installations - highlighted by projects in the NFL, CFL, MLS, and at renowned NCAA Division I programs. Join the team behind renowned names like FieldTurf, Beynon Sports, ClassicCourt, GrassMaster, Tarkett Sports Indoor, and Tarkett Sports Construction. Help us build the next world-class venue.

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