Projector Administrator in Nashville, Tennessee at L I Smith & Associates Inc

Position Summary

The Project Administrator supports the planning, coordination, documentation, billing, and closeout of civil engineering from initial proposal through final completion. This role works closely with Operations, Project Managers, Professional Engineers (PEs), field crews, subconsultants, clients, and local agencies to help ensure projects are administered accurately, documented properly, and completed in accordance with contract requirements.

Key Responsibilities

1. Project Coordination & Administration

• Assist internal team members with daily project administration and coordination across our land development & infrastructure design.
• Coordinate communication between surveying field crews, engineering staff, subconsultants, clients, contractors, and local municipalities or agencies.
• Assist with the construction bidding phase by coordinating bid documents, distributing addenda, compiling bid tabulations, and supporting the contract award process.
• Maintain project files, logs, current engineering plan sets, survey records, and document control systems.
• Prepare, track, and distribute project deliverables, submittals, permit applications, survey plats, RFIs, and Certificates of Insurance.
• Ensure subconsultant and vendor compliance with contract requirements and LIS project documentation standards.

2. Cost, Billing & Financial Support

• Help track project costs, budgets, schedules of values, and change order/amendment documentation.
• Prepare pay applications and related professional services contract documents.
• Assist with monthly job costing reviews to identify and address hours, cost, or billing discrepancies.

3. Field Support & Closeout

• Assist with project meetings, deliverable turnover, and closeout activities.
• Compile final deliverables, as-built records, permit closeouts, and required turnover information for clients and regulatory agencies.
• Build out project files to completion, organize digital and physical closeout records.
• Perform additional duties as assigned to support project and operational needs.

Qualifications

• Strong communication skills and the ability to coordinate effectively with internal engineering and survey teams, clients, subconsultants, and regulatory agencies.
• Organized, detail-oriented, and able to manage multiple priorities in a fast-paced A/E/C (Architecture, Engineering, and Construction) environment.
• Experience in construction management or construction administration is strongly preferred.
• Demonstrated knowledge of construction bid processes, including bid document coordination, bid tabulation, and contract award procedures.
• Problem-solving mindset with the ability to track and resolve administrative, billing, and project documentation issues.
• Experience with professional services billing, accounts receivable, project documentation, and A/E/C software platforms preferred.
• Knowledge of progress billing, change orders/scope amendments, engineering/survey submittals, and closeout documentation preferred.