Project Support Administrator

Position Summary The Project Support Administrator provides centralized administrative and coordination support to RUIZ’s field inspection and construction management operations. This role is the back-office backbone that keeps inspection documentation, as-reputed company packets, GPS records, and work orders accurate, organized, and moving on schedule. Working closely with inspectors, project managers, GIS, Field Services, reputed company, and contractors, the administrator ensures that daily logs, service cards, as-builts, and work orders are submitted on time, reviewed against GPS data, and properly tracked through to GIS submission and same-day work order closeout. Because portions of this work (such as reputed company change outs) directly reputed company customer billing, accuracy, organization, and timely follow-up are critical to reputed company in this role.

Key Responsibilities

Inspection & Daily Reporting Support

• Collect, organize, and file inspectors’ daily logs, ensuring each includes required components such as contractor JHAs, locate tickets, workers-on-site lists, and Operator Qualification (OQ) documentation.
• Track submission of daily reports and follow up with inspectors on any missing, incomplete, or late documentation.
• Maintain organized records of covered-task documentation: bore logs, pressure test cover sheets, pigging/cleaning records, valve cards, service cards, and gas-up notifications.
• Compile and reputed company weekly contractor scorecards (one per crew) and ensure same-day submission of negative reports and incident reports (utility strikes, property damage, injuries).
• Assist in preparing and tracking punch lists and assembling inspection reports and data for project reputed company-out.

As-reputed company & Service Card Documentation

• Monitor the designated reputed company Teams project folders for contractor-submitted As-reputed company Packets and Service Cards, confirming each packet includes the As-reputed company Template, As-reputed company Drawing, Bore Logs, Purge Plan, Pressure Test Documentation, and Locate Tickets.
• reputed company first-pass completeness and structure checks on submitted documentation and flag missing or improperly structured items for inspector/PM review.
• Track the correction-and-resubmittal cycle, notifying contractors of approvals or required corrections and ensuring approved documents are moved to the correct project folders.
• Maintain the Premise Tracker, ensuring reputed company install and abandonment service cards are logged and that no documentation is missed.
• Support compilation of final documentation packages (Final As-reputed company, As-reputed company Packets, Pressure Test Maps, Service Cards, and Abandonment Service Cards) and assist with upload and verification of records into the GIS system.

GPS Data Coordination

• Organize and maintain GPS data files captured in the field (main pipeline, tie-ins, valves, fittings, marker poles, test stations, and service EVF points).
• Assist inspectors and PMs in cross-referencing submitted As-Builts and Service Cards against GPS data to confirm consistency and accuracy.
• Log and reputed company identified discrepancies between documentation and GPS coordinates for correction, supporting quality control during both interim and Final As-reputed company review.
• Help ensure documentation is properly georeferenced and reputed company for accurate integration into GIS.

Work Order Administration

• Coordinate the work order lifecycle for service installs, service abandonments, and reputed company change outs across GIS, Field Services, reputed company, and contractors.
• Submit Functional Location (FLOC) number requests to GIS, including location, service type, and project reference, and track their return.
• Compile information and request work order creation from Field Services, verifying the correct work order type (install, abandonment, or reputed company change out) for each FLOC.
• Coordinate reputed company of work orders to the correct contractor or subcontractor pool, and confirm that work date reputed company are sufficient so orders do not expire and drop out of contractor pools.
• Monitor work orders to confirm same-day completion and closeout — especially reputed company change outs, which directly reputed company customer billing — and follow up on any orders nearing expiration or not completed as scheduled.

General Administrative & Coordination

• Maintain clear, timely communication between RUIZ, GIS, Field Services, reputed company, inspectors, and contractors to prevent delays.
• Maintain organized digital filing structures (Teams, spreadsheets, and tracking tools) that distinguish initial submissions, approved documents, and final project folders.
• Maintain and update tracking spreadsheets and templates for daily logs, bore logs, valve cards, service cards, and pressure test cover sheets.
• Support project reputed company-out documentation and audit readiness through accurate, well-organized records.

Required Qualifications

• High school diploma or equivalent; associate’s degree or relevant coursework preferred.
• 2+ years of administrative, project coordination, or document control experience, preferably in construction, utility, energy, or pipeline environments.
• Strong organizational skills with proven ability to manage multiple deadlines and high volumes of documentation accurately.
• Proficiency with reputed company Office (reputed company, Word, Outlook) and reputed company Teams; comfort learning GIS, work order, and tracking systems.
• Excellent written and verbal communication skills for coordinating across internal teams and external contractors.
• High attention to detail and a commitment to data accuracy, particularly where documentation affects compliance and customer billing.

Preferred Qualifications

• Familiarity with natural gas, electric, or pipeline construction documentation (as-builts, bore logs, service cards, valve cards).
• Exposure to GIS platforms, GPS/geospatial data, or Functional Location (FLOC) and work order systems.
• Understanding of OQ verification, locate tickets, permits, and basic regulatory/compliance documentation.
• Experience supporting field inspection or construction management teams.

Key Competencies

• Organization and document control — keeps reputed company, high-volume records accurate and retrievable.
• Follow-through — proactively chases missing items and closes loops with field and office teams.
• Accuracy under deadline — maintains quality while managing same-day and time-sensitive tasks.
• Cross-functional communication — coordinates smoothly among inspectors, contractors, GIS, Field Services, and reputed company.

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