Senior Construction Project Administrator - Project Admin & Accounting | HR & Payroll | Office Administration

Job Overview

• Company: Blackline Design + Construction
• Position Title: Senior Construction Project Administrator
• Salary/Pay Rate: $72,000 – $95,000 per year, DOE
• Location: St. Louis, MO
• Job/Employment Type: Full-Time
• Industry: Construction / General Contracting
• Primary Focus: Construction Project Administration, Project Accounting & Company Administration
• Key Software: Procore & QuickBooks

The Opportunity

Blackline Design + Construction is seeking an experienced Senior Construction Project Administrator to take ownership of critical construction administration, project accounting, and company administrative functions. This is not a clerical support or traditional Project Coordinator position. We're looking for an experienced construction professional who understands the administrative and financial processes behind successful projects and can independently manage those responsibilities from beginning to completion.

You'll work closely with Blackline's principals, Project Managers, and Superintendents while owning significant portions of the administrative and financial workflow associated with active construction projects. This includes subcontracts, change orders, SOVs, subcontractor pay applications, retention, job costing, owner billing, AP/AR, RFIs, submittals, compliance documentation, project records, and closeout. Beyond individual projects, you'll also administer key company functions involving payroll, HR and employee documentation, insurance, vendors, and general office administration.

Blackline operates with a lean team. Success in this role requires someone who can recognize what needs attention, establish priorities, proactively follow up with the appropriate people, exercise sound judgment, and see responsibilities through without requiring constant direction.

How You Will Make an Impact

• Construction Project Administration
• Prepare, process, and maintain subcontracts and subcontract change orders
• Administer construction project documentation across multiple active projects
• Maintain accurate project records, logs, files, and administrative documentation in Procore
• Manage and track RFIs, submittals, approvals, and related project documentation
• Coordinate subcontractor and vendor documentation throughout the project lifecycle
• Track outstanding project requirements and proactively follow up with Project Managers, Superintendents, subcontractors, vendors, and other stakeholders
• Administer insurance and compliance documentation associated with projects, subcontractors, and vendors
• Coordinate project meetings, documentation, and distribution of required information
• Manage administrative components of bid and preconstruction activities
• Maintain visibility into outstanding administrative requirements and ensure items continue moving toward resolution
• Project Accounting & Financial Administration
• Manage project-related Accounts Payable and Accounts Receivable processes
• Process subcontractor invoices and pay applications and coordinate required project-team approvals
• Review supporting financial documentation for accuracy, completeness, and proper authorization
• Prepare and coordinate owner billing and related project accounting processes
• Administer and maintain Schedules of Values (SOVs)
• Track and manage retention associated with project billing and subcontractor payments
• Maintain accurate job-costing information and supporting project financial records
• Coordinate project billing, payment, and accounting documentation between project teams and company leadership
• Maintain accurate financial information and workflows within QuickBooks and Procore
• Identify discrepancies, missing information, or outstanding financial items and proactively work toward resolution
• Ensure project accounting documentation is accurate, organized, and processed within required timelines
• Project Closeout
• Own the administrative coordination of project closeout
• Compile and prepare complete project closeout packages
• Coordinate with subcontractors and vendors to obtain required closeout documentation
• Track warranties, final documentation, approvals, and outstanding closeout requirements
• Proactively follow up on missing documentation until requirements are satisfied
• Maintain complete and organized final project records
• Payroll, HR & Employee Administration
• Administer company payroll processes and maintain required payroll documentation
• Coordinate employee and HR-related paperwork and administrative requirements
• Maintain organized and confidential employee records
• Coordinate onboarding, employee documentation, and other administrative processes as assigned
• Handle sensitive payroll, personnel, and company information with a high level of discretion
• Track outstanding employee administrative requirements and ensure appropriate follow-through
• Insurance & Office Administration
• Administer company insurance-related documentation and processes
• Coordinate office vendors, supplies, services, and day-to-day administrative needs
• Maintain organized company records and administrative systems
• Manage recurring office and company administrative requirements
• Work directly with company principals on administrative and operational priorities
• Identify opportunities to improve organization, documentation, and administrative processes
• Take ownership of responsibilities that may fall outside traditional departmental boundaries within a lean organization

Required Qualifications & Experience

• 5+ years of progressively responsible construction project administration, construction accounting, or closely related construction experience
• Strong hands-on proficiency with Procore – Required
• Meaningful hands-on proficiency with QuickBooks – Required
• Experience using QuickBooks for AP, AR, billing, and related accounting workflows
• Demonstrated experience preparing and administering construction subcontracts and change orders
• Experience processing subcontractor invoices and pay applications
• Working knowledge of Schedules of Values (SOVs), retention, job costing, owner billing, AP, and AR
• Experience administering RFIs, submittals, project documentation, and construction records
• Familiarity with subcontractor/vendor insurance and compliance documentation
• Experience coordinating construction project closeout documentation
• Strong numerical aptitude and comfort working with project financial information
• Ability to independently manage multiple projects, deadlines, priorities, and follow-up responsibilities
• Exceptional organization and attention to detail
• Strong written and verbal communication skills
• Professional ability to interact with company leadership, employees, Project Managers, Superintendents, subcontractors, vendors, and clients
• Demonstrated ability to recognize what needs attention and take action without constant supervision
• Strong judgment, discretion, dependability, and follow-through
• Ability to maintain confidentiality when handling employee, payroll, financial, and company information

Preferred Qualifications & Experience

• 7–10+ years of progressively responsible construction administration or construction accounting experience
• Experience working for a General Contractor, Construction Manager, commercial builder, or similar construction organization
• Previous experience as a Senior Project Administrator, Construction Project Administrator, Construction Administrator, Construction Accounting Administrator, Senior Project Coordinator, Project Accountant, or Construction Office Manager
• Advanced experience working across both Procore and QuickBooks
• Experience independently administering multiple active construction projects
• Payroll administration experience
• HR and employee administration experience
• Company insurance administration experience
• Previous office administration or office management responsibilities
• Experience working directly with company owners, principals, or senior leadership
• Experience within a lean organization requiring responsibility across multiple business functions

Compensation

• $72,000 – $95,000 per year, DOE
• Compensation will reflect the candidate's depth of construction administration, project accounting, Procore, QuickBooks, and broader company-administration experience
• Full-Time, Long-Term Position

Who Will Succeed in This Role?

• The right person for this position has progressed beyond simply supporting construction projects. You understand the processes well enough to own them.
• You know what a subcontract, change order, SOV, pay application, retention amount, job-cost entry, owner billing package, RFI, submittal, or closeout requirement represents—and you understand what needs to happen next.
• You're comfortable moving between Procore and QuickBooks, coordinating with a Project Manager on billing, following up with a subcontractor for missing documentation, administering payroll information, and communicating directly with company leadership.
• Most importantly, you don't need every next step assigned to you.
• When something is missing, inaccurate, late, or unresolved, you recognize it, determine what needs to happen, engage the appropriate people, and follow it through to completion.

Why Join Blackline Design + Construction?

This is an opportunity to become a key long-term member of a lean construction organization where your work will have a direct impact on both individual projects and the company as a whole. Rather than functioning as one administrative layer within a large organization, you'll work directly with Blackline's principals and project teams and have meaningful ownership over the processes that keep projects organized, financially accurate, compliant, and moving forward. For an experienced construction administrator who enjoys being the person behind the scenes who keeps the details organized, anticipates what's needed, and makes sure things get done, this role offers significantly more responsibility and impact than a traditional Project Coordinator position.

Equal Employment Opportunity

Blackline Design + Construction is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable federal, state, or local law.