SUMMARY
The Project Administrator supports Orion’s Project Management Group by providing project coordination, documentation, and administrative support from project initiation through closeout, working primarily in the office to ensure accurate tracking of project information, timekeeping, and records while coordinating with project managers, accounting, project controls, and other stakeholders. At Level I, the role focuses on performing routine administrative and project support tasks under direct supervision while learning Orion’s systems, procedures, and documentation standards, whereas at Level II, the role handles assigned projects or multiple concurrent projects with moderate independence, providing more advanced documentation management, coordination, and reporting support.
KEY FUNCTIONS, ACCOUNTABILITIES, AND RESPONSIBILITIES
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Supports effective execution of assigned projects through accurate documentation, timekeeping coordination, and administrative support to the Project Management team.
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Manages daily and weekly timecard and equipment hour data for assigned projects; works with accounting and project controls to help resolve coding discrepancies.
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Assists Project Managers with review and routing of vendor and subcontractor invoices and related backup for approval.
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Maintains project daily reports and other project logs, including key metrics and quantities provided by project controls, field reports, and client contacts.
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Provides administrative support for access and mobilization of project personnel and subcontractors, including scheduling drug screens, badging, project orientations, and client-specific access requirements (TWIC, safety systems), while HR retains ownership of employment and onboarding processes.
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?Coordinates random drug testing logistics for assigned projects and documents compliance with company and client requirements.
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Serves as liaison between project team members and corporate HR, payroll, benefits, safety, IT, and accounting to route questions and information, without maintaining personnel records or directly managing HR cases.
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Directs employees to HR self-service tools and contacts for benefits and HR-related questions; escalates complex issues to HR and appropriate corporate resources.
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Prepares and maintains project correspondence, meeting notes, action-item lists, and other administrative records in support of project managers and discipline leads.
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Organizes and supports the timely preparation for internal and external project meetings, including gathering documents, key inputs, and handling logistics (room/virtual setup, invitations, materials).
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May provide task guidance to entry-level project administrators, clerical staff, or temporary personnel.
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May coordinate work sequencing and priorities with other administrative staff assigned to the project.
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Keeps project managers advised of time-sensitive and priority issues, ensuring appropriate follow-up and documentation.
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Supports special project tasks and departmental initiatives as assigned by the Project Management leadership.?Ensures compliance with federal, state, local, industry, contractual, and company regulations, standards, specifications, and best practices; conducts all work in compliance with safety policies and procedures.
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?Is available during scheduled work hours (onsite or approved remote) to respond to project-related communications in a timely manner.
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?Performs miscellaneous administrative tasks and other related duties as assigned.
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DISCIPLINE-SPECIFIC RESPONSIBILITIES
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Creates, updates, and maintains project files and controlled documents, including vendor/subcontractor records, safety and permitting documentation received from others, RFIs, submittals, and drawings.
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Maintains and updates drawing, submittal, and RFI logs in Procore or similar systems; ensures current revisions are distributed to project team members and stakeholders.
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Prepares daily or periodic headcount reports, document packages, and other routine project forms as required.
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Assists with weekly and monthly project reports, including contractor progress summaries, three-week look-ahead updates, and action-item status lists in coordination with project controls and the Project Manager.?
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Schedules and supports project meetings (POD, weekly progress, weekly safety reviews, client progress, bi-weekly project reviews), including agendas, minutes, and action-item tracking.
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Captures project-related information (including photos when provided) and assembles PowerPoint slide decks for internal and client review meetings.
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Coordinates purchase requisitions and tracks PO status with accounting/procurement to support WBS budget tracking and approvals.?
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Assists project controls by compiling quantities and other data provided by field and discipline leads for schedule and cost reporting as directed.?
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Provides administrative support to safety personnel, including distributing safety documentation, maintaining electronic safety records, and tracking completion status of required safety deliverables.
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Provides general office administrative support for the Project Management Group (phones, visitors, copying, scanning, filing, office supplies, office equipment service calls).
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Ensures all work is performed in accordance with company policies and applicable safety, quality, and client requirements.
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Performs other related administrative and project support duties as assigned.
SKILLS AND KNOWLEDGE
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Supports project execution, including turnarounds, outages, and capital projects, with extended-hours administrative support during critical phases when required.
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TWIC-eligible and capable of accessing secured client facilities when needed; current TWIC card strongly preferred where required by projects.?
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OSHA-10 and OSHA-30 training, or willingness to obtain; working awareness of basic safety expectations for industrial facilities.?
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Experience supporting QA/QC documentation (inspection reports, test records, non-conformance documentation) is preferred.
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Notary public (or ability to obtain) preferred to support execution of project-related documents and affidavits.
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Strong administration and office management skills, including organization of large volumes of project records and controlled documents.
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Demonstrated judgment and decision-making skills in prioritizing work, handling confidential and sensitive information, and escalating issues appropriately.
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Ability to support basic management of material and financial information, including tracking deliveries, verifying support documentation, and maintaining logs for commitments and invoices.?
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Demonstrates strong interpersonal and leadership skills, including clear communication, teamwork, and professionalism; at Level II, more frequently leads coordination and follow-up to keep project activities on track.
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Strong problem-solving skills for resolving discrepancies in project documentation, logs, and basic cost/time data.
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Effective written and verbal communication skills with project managers, discipline leads, support functions, and client contacts.?
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Ability to recognize and elevate potential schedule, cost, safety, or compliance risks observed in project records and reports.?
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Flexibility and transparent planning skills in a dynamic project environment, with the ability to adjust to changing priorities.
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Proficiency with project management/document control platforms for tracking and reporting.?
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Familiarity with accounting and project cost systems.
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Proficiency with SharePoint and Talent LMS or comparable systems for shared files and training assignments.
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Internal candidates must demonstrate a solid record of reliable and consistent attendance.
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Strong Microsoft Office skills (Word, Excel, PowerPoint, Outlook, Teams).
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Travel: as needed for site visits and meetings, including occasional overnight travel and travel between Orion office locations.
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Valid driver’s license and suitable driving record meeting company requirements; must be able to obtain/maintain TWIC if required.?
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Ability to pass a background check, pre-employment and random drug and alcohol testing, and comply with company safety policies.
EDUCATION AND EXPERIENCE
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High school diploma or GED.
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Associate degree in Business Administration, Construction Management, or related field, or equivalent combination of education and experience preferred.
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Approximately 3–5 years of progressive experience in project administration, document control, or project controls support for industrial or construction projects.
PHYSICAL AND ENVIRONMENTAL REQUIREMENTS
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Ability to work in an office environment performing computer-based tasks, filing, and typical administrative duties.
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Ability to sit and/or stand for extended periods and use a computer and standard office equipment.
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Occasional work in industrial facilities or construction environments, including outdoor conditions, elevated work areas, and areas with noise, dust, and variable weather, as applicable to assigned projects. ?
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Use of Personal Protective Equipment (PPE) as required by site/project safety plans (hard hat, safety glasses, FR clothing, hearing protection, etc.).
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Ability to climb stairs and navigate uneven or multi-level facilities as needed to access project work areas.
Please note this job description is not designed to cover or contain a comprehensive listing of activities or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Our comprehensive benefits package includes medical, dental, and vision coverage, life insurance, 401(k) retirement savings, paid time off (PTO), and long- and short-term disability insurance. We also offer additional voluntary benefits such as critical illness, hospital indemnity, cancer, and accident coverage, along with access to an Employee Assistance Program (EAP).
ORION is proud to be an Equal Opportunity Employer. We maintain a drug-free workplace and perform pre-employment background checks and substance abuse testing. We participate in the E-Verify Federal Identification System.
