Project Administrator - Westerville

Who We Are · For over thirty years, SAM has built a reputation as a trusted, knowledgeable, and innovative partner. Our licensed professionals transform petabytes of complex spatial data into intelligent insights in a holistic Managed Geospatial Services (MGS) framework. As North ...

Job description

Who We Are

For over thirty years, SAM has built a reputation as a trusted, knowledgeable, and innovative partner. Our licensed professionals transform petabytes of complex spatial data into intelligent insights in a holistic Managed Geospatial Services (MGS) framework. As North America's premiere MGS company, SAM provides practical, precise, and high-fidelity solutions designed to enhance decision-making, mitigate risks, achieve strategic objectives, and drive costs out of our client's business. Our vision is to advance spatial data acquisition, improve analysis capabilities, and develop predictive analytics to redefine and transform how infrastructure assets are developed and managed throughout their lifecycles.

Your Impact at SAM

The Project Administrator supports Project Managers and Operations teams by providing critical administrative and coordination support focused on safety documentation, purchase orders, project maintenance, and reporting. This role ensures projects are properly set up, maintained, and monitored throughout execution while supporting compliance, financial accuracy, and effective communication across internal teams and external clients.

Key Responsibilities

Safety Documentation & Compliance

• Develop, track, revise, and maintain project-specific safety documentation in accordance with company, client, and regulatory requirements
• Solicit, collect, and coordinate required safety information and documentation from external clients, subcontractors, and third-party partners
• Ensure all safety documentation is complete, current, and properly filed to support project execution and audit readiness
• Coordinate with Safety, Operations, and Project Managers to address safety documentation gaps or updates

Purchase Orders & Project Controls

• Review, track, and maintain purchase orders (POs), subcontract agreements, and related approvals
• Coordinate PO updates, revisions, and closeout activities in alignment with project scope and billing requirements
• Monitor PO status to ensure alignment with project budgets, schedules, and execution needs

Project Maintenance & Cross-Functional Coordination

• Maintain ongoing communication with Operations and Billing teams to review active projects and identify opportunities for project maintenance, corrections, or updates
• Support Project Managers by monitoring project setup accuracy, documentation completeness, and system updates
• Assist with resolving discrepancies related to project details, documentation, or billing in collaboration with internal teams

Reporting & Financial Support

• Prepare and distribute regular reports to Management related to safety documentation status, purchase orders, and billing activity
• Assist with monitoring project billing data and support invoice review as needed
• Provide project-level visibility to support decision-making, compliance, and financial accuracy

Additional Support

• Assist with internal and external audit preparation by gathering required project and safety documentation
• Support documentation of standard operating procedures related to project administration functions
• Perform other duties as assigned to support project teams and organizational objectives

What You Bring to SAM

• Experience in a project administration, project coordination, or operations support role, preferably within the AEC industry
• Demonstrated experience supporting safety documentation and purchase order processes
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Proficiency with business systems, project tracking tools, and standard office software
• Excellent written and verbal communication skills, including interaction with external clients
• Strong attention to detail and ability to analyze information for accuracy and compliance
• Ability to problem-solve, adapt to changing priorities, and support time-sensitive project needs
• Associate's or Bachelor's degree preferred; equivalent experience considered

Our Perks

• Health and Wellness Benefits: BlueCross BlueShield health insurance coverage begins the month after your hire date, Free Vision + Dental plans for employees, company-paid premiums for Long-term disability/Life Insurance (with HSA + FSA plans), SAM Cares program focused on holistic well-being
• Financial Benefits: Employee Referral Rewards Program of $1K, $2,500 or $5K, Access to Ramsey Smart Dollar to support financial goals and retire with confidence, Fidelity retirement plans with a 5% company match, tuition reimbursement, optional cellphone stipend
• Work-Life Balance: Paid time off including vacation/sick/holidays, parental leave to support families
• Professional Development: Customized career development plan for licensing and certifications, Project Manager Business Academy, CAD Training Program, Individual Development Plans/Career Check-Ins, SAM WINS - our initiative for women-focused leadership and development, Milestone Anniversary Recognition, SAMbassador mentorship program
• Perks and Discounts: Access to "Perks at Work" for discounts on wellness + travel + leisure and everyday purchases, company-sponsored events, free office snacks
• Culture and Awards/Achievements: SAM Named 2023 Top Workplace USA for Second Consecutive Year; 2023 SAM Ranks No. 88 on ENR Top 500 Design Firms

EEO

SAM is an EOE/Affirmative Action Employer M/F/D/V. SAM also participates in the federal E-Verify Program.

Salary Maximum

USD $35.00/per hour
Salary Minimum

USD $25.00/per hour