Project Administrator - Construction

Job Title: Project Administrator

Locations: San Antonio, Texas

Job Summary:

Located at the project site and reporting directly to the Project Manager, the Project Administrator plays a vital role in supporting the operational and administrative functions of a large-scale construction project. Acting as a key liaison between field teams, subcontractors, and the corporate office, this fast-paced role ensures smooth coordination, compliance, and communication across all project phases.

Primary Duties:

• Coordinate with HR and field teams to onboard new employees and subcontractors
• Facilitate site access, badging, and orientation logistics
• Ensure all personnel meet compliance and safety requirements prior to mobilization
• Liaise with safety and training coordinators to schedule required inductions and certifications
• Track training records and maintaining up-to-date compliance documentation
• Project Coordination & Communication
• Manage daily email correspondence and respond to site-related inquiries
• Take and distribute meeting minutes for site coordination and subcontractor meetings
• Maintain calendars, schedule meetings, and book site conference rooms
• Perform data entry including timekeeping, labor tracking, and daily logs
• Prepare reports and maintain accurate records for project documentation
• Order and manage site office supplies and equipment
• Organize travel and accommodation for project staff and visiting personnel
• Support coordination of internal and external site events
• Provide administrative assistance to project managers, superintendents, and field engineers
• Offer relief coverage for other staff as needed
• Demonstrate Yates Core Values and Principles
• Follow Yates Code of Conduct
• Safety Responsibilities and Expectations
  • Responsible for refusing unsafe work and for carrying out all work in accordance with the established Yates Safety Procedures and Work Practices
  • Report all incidents, near hits and hazards to management.
  • Required to wear and maintain personal PPE.
  • Advise fellow employees of hazardous situations.
  • Participate in workplace inspections.
  • Comply with statutory requirements, including duty of care.
  • Participate in required and/or assigned training.
  • Provide suggestions to improve Safety.
  • Present a mature approach to working safely.
  • Attend prestart and Safety meetings and contribute.
  • Assists with administering the site safety program as required and ensuring Trade Partner compliance with OSHA standards and Yates Site Specific Requirements and all applicable safety codes and regulations.
• Other related duties as needed and assigned by the Manager in support of the successful completion of the project.

Qualifications:

• High School Diploma or equivalent
• A certificate or Diploma in Business Administration is preferred
• Minimum of three (3) years of experience as a receptionist, administrative assistant, timekeeper, or equivalent customer service-related position

Requirements:

• Enthusiastic and able to represent Yates in external events
• Proficient computer skills in Microsoft Office including Excel and Word
• Experience creating and maintaining organizational charts is a plus

Competencies:

• Ability to multitask and prioritize tasks
• Excellent time management skills
• Team Player
• Highly developed written and verbal communication skills.
• Able to plan, organize and prioritize large volumes of work under tight timeframes effectively
• Excellent organizational skills and attention to detail.
• Builds strong relationships to drive the business forward
• Strong interpersonal and communication skills to enable effective communications with all stakeholders
• The ability to work constructively in a team environment

Physical Demands/Essential Job Functions:

This job description reflects an assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. Physical requirements for this role may include but not limited to walking, standing, operating tools / equipment, and lifting items (up to 25lbs). Tasks may also be carried out in varying weather conditions and environments as appliable to the position.

About Yates Construction

Ranked among the top commercial and industrial construction companies in the country by Engineering News-Record, Yates Construction is family-owned and provides a wide range