Job Title: Project Administrator
Location: West Palm Beach, FL
Compensation: $65K-$80K salary (DOE)
About the Role:
Tiello is currently partnered with an established commercial painting and roofing contractor in the South Florida market in their search for an experienced Project Administrator. This company has built a strong reputation for delivering high quality projects with General Contractors, Property Managers, Developers and Luxury Home Owners for over 40+ years.
The Project Administrator (PA) is a critical support role responsible for keeping construction projects organized and running efficiently by handling the administrative and coordination functions that allow Project Managers (PMs) to focus on project execution, client relationships, and financial management. This position is highly deadline-driven and requires exceptional organization, follow-through, and communication.
Key Responsibilities
- Manage subcontractor compliance by maintaining signed agreements, Certificates of Insurance (COIs), W-9s, and licenses before work begins.
- Coordinate project setup, tracking, and status updates within the project management system (Adaptive).
- Process and route subcontractor and vendor invoices, ensuring accuracy before PM approval.
- Track and enforce critical deadlines, including Thursday invoice approvals, AIA pay applications, Notices to Owner (NTOs), lien rights, and change orders.
- Prepare complete AIA pay application backup packages and project closeout documentation.
- Maintain General Contractor compliance documentation to prevent payment delays.
- Verify daily crew timekeeping and job coding in QuickBooks Time.
- Coordinate permits, inspections, warranties, lien releases, and other project documentation.
- Manage the administrative email inbox, ensuring timely responses and zero outstanding action items at the end of each day.
- Build monthly change order logs and monitor lien filing deadlines.
Required Qualifications
- 2+ years of construction or project administration experience, preferably within commercial or specialty contracting.
- Working knowledge of AIA billing, subcontractor compliance, project billing, and construction documentation.
- Experience with project management software such as Adaptive, Procore, GCPay, Textura, or similar platforms.
- Proficiency with Google Workspace, Slack, and multiple software systems.
- Highly organized, self-directed, and able to manage multiple priorities with minimal supervision.
- Strong written communication skills and attention to detail.
Applicants must be authorized to work in the U.S.
Tiello LLC is proud to be an Equal Opportunity Employer All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other characteristic protected by law.
Your Right to Work - In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
INDLP
