Nicole Castaneda
Las Vegas,NV
Summary
Experienced Project Administrator and Contract Administrator with 10+ years of experience supporting construction operations, project administration, contract management, financial coordination, and office operations. Skilled in project documentation, subcontractor and vendor coordination, billing, invoice processing, cost tracking, contract administration, and project closeout. Known for strong organization, attention to detail, effective communication, and the ability to manage multiple priorities in fast-paced, deadline-driven environments. Proficient in construction management and accounting systems including CMiC, Textura, Viewpoint, Bluebeam, and QuickBooks.
Overview
1
1
Certification
20
20
years of professional experience
Work History
Project Administrator
Denali Builders
Las Vegas, NV
08.2023 - 10.2026
- Develop and maintain project plans, schedules, budgets, logs, and documentation to support successful project completion.
- Track changes in project requirements throughout the project lifecycle and communicate updates to project teams.
- Review vendor contracts and assist with negotiating favorable terms when appropriate.
- Coordinate monthly project cost submissions to support accurate and timely client billing.
- Monitor subcontractor compliance and ensure required documentation is maintained throughout projects.
- Maintain detailed project progress records, identify potential schedule issues, and adjust plans to meet deadlines.
- Manage project documents, correspondence, logs, and records to ensure accurate and organized project files.
- Prepare invoices, purchase orders, cost records, and other financial documentation for project managers.
- Communicate regularly with subcontractors, vendors, clients, and internal teams regarding project status, documentation, and requirements.
- Support project closeout by compiling manuals, warranties, turnover documents, and other closeout materials.
- Review contractor scope, materials, and pricing takeoffs to support competitive bidding and project procurement.
Contract Administrator
The PENTA Building Group
Las Vegas, NV
06.2022 - 01.2023
- Managed the subcontract closeout process, ensuring outstanding issues were resolved and final payments were released in a timely manner.
- Compiled and executed subcontract exhibits and supporting documentation to facilitate smooth project transitions.
- Coordinated Certificates of Insurance (COI) and CCIP insurance requirements prior to subcontractor mobilization and onsite work.
- Collected and reviewed subcontractor billings for monthly owner billing through AIA processes.
- Coordinated subcontractor payments following billing approval, project funding, and finalization.
- Processed invoices in Viewpoint using accurate project phases and cost codes.
- Processed employee expense reports through DataBasics and ensured accurate financial documentation.
- Served as the financial lead for accounting questions, project inquiries, and financial support across assigned projects.
Financial Project Administrator
Shawmut Design and Construction
Las Vegas, NV
11.2019 - 04.2020
- Coordinated daily project administration and financial activities while managing multiple priorities and strict deadlines.
- Requested, tracked, and archived Certificates of Insurance and sub-tier Preliminary Notices.
- Supported projects utilizing GMP, Cost Plus, and Lump Sum billing structures.
- Provided technical, operational, and administrative support to project teams while maintaining a high level of customer service.
- Processed project contracts, invoices, expense reports, and other financial documentation.
- Coordinated project goals, schedules, and deadlines with owners and internal project teams.
- Maintained project schedules by monitoring deadlines, identifying priorities, and adjusting workflows as needed.
- Prioritized workloads and delegated assignments to effectively support multiple projects simultaneously.
- Served as financial lead for accounting questions, inquiries, and project-related financial support.
- Processed project invoices through CMiC and Textura, ensuring accurate cost codes and project cost capture.
- Reconciled subcontractor open receivables on a monthly basis and tracked uncaptured change orders.
Office Coordinator
Shawmut Design and Construction
Las Vegas, NV
06.2016 - 11.2019
- Managed daily office operations for a 20+ employee Las Vegas office, ensuring efficient administrative support and workflow.
- Planned and coordinated corporate meetings, lunches, and special events for groups of 20+ employees.
- Managed vendor relationships, monitored pricing, and coordinated timely deliveries and services.
- Trained new hires on administrative procedures, company policies, and office processes.
- Provided backup support to Human Resources, including benefits paperwork, employee incident reports, and data entry.
- Managed incoming and outgoing correspondence, packages, and office communications.
- Coordinated Board of Directors meetings, including agendas, meeting materials, logistics, and catering.
- Provided executive administrative support to the Las Vegas office Director, including travel coordination and expense reporting.
- Coordinated catering and restaurant services for meetings, conferences, and corporate events.
Receptionist
THE ASNY COMPANY
Las Vegas, NV
07.2010 - 03.2016
- Managed daily reception and administrative operations while providing professional service to clients, vendors, employees, and visitors.
- Processed and distributed incoming and outgoing mail, packages, correspondence, and shipments.
- Coordinated vendor orders, maintenance requests, and service-related communications on behalf of office management.
- Provided clerical and administrative support to team members to improve office efficiency and productivity.
- Managed incoming telephone calls and directed communications to the appropriate personnel.
- Maintained an organized and professional reception area to create a positive first impression for visitors.
- Assisted customers and visitors with questions and provided knowledgeable, professional support.
Administrative Assistant
CORPORATE SUPPORT SERVICES OF NEVADA, INC
Las Vegas, NV
07.2006 - 05.2009
- Coordinated with the State of Nevada to assist with business licensing for newly acquired entities.
- Performed data entry and researched EIN information through the IRS for newly established businesses.
- Managed a high volume of internal and external email, mail, and other communications.
- Responded to customer and employee inquiries and provided accurate information and administrative support.
- Organized and maintained filing and document management systems in accordance with company policies.
- Reviewed files, records, and critical documentation for accuracy, completeness, and compliance with company procedures.
- Coordinated document archiving and records management activities.
Education
High School Diploma -
Centennial High School
Las Vegas06-2003
Skills
- QuickBooks
- Construction Documentation
- Project Closeout
- Subcontractor Coordination
- Vendor Management
- Client Relations
- Billing Coordination
- Invoice Processing
- Cost Code Tracking
- Cost & Expense Reporting
- Scope Management
- Change Order Tracking
- Accounting & Financial Administration
- Contract & Insurance Compliance
- Project Scheduling
- Microsoft Excel
- Microsoft Word
- Microsoft Outlook
- CMiC
- Textura
- Viewpoint
- Bluebeam
Certification
- The National Society of Leadership and Success, College of Southern Nevada - 2022
Timeline
Project Administrator
Denali Builders
08.2023 - 10.2026
Contract Administrator
The PENTA Building Group
06.2022 - 01.2023
Financial Project Administrator
Shawmut Design and Construction
11.2019 - 04.2020
Office Coordinator
Shawmut Design and Construction
06.2016 - 11.2019
Receptionist
THE ASNY COMPANY
07.2010 - 03.2016
Administrative Assistant
CORPORATE SUPPORT SERVICES OF NEVADA, INC
07.2006 - 05.2009
High School Diploma -
Centennial High School