Construction Administrator

Job Description

Job Description

Job Summary

The Construction Administrator provides administrative and operational support to project managers, superintendents, and company leadership to ensure construction projects run efficiently, on schedule, and in compliance with company policies and regulatory requirements. This role serves as a central point of coordination for documentation, communication, and project tracking across multiple active job sites.

Key Responsibilities

Project & Administrative Support

• Assist project managers with day-to-day administrative tasks across multiple construction projects
• Prepare, track, and organize project documentation including contracts, subcontracts, change orders, and meeting minutes
• Maintain accurate and up-to-date project files (digital and hard copy)
• Support project closeout documentation, warranties, and final reports

Scheduling & Coordination

• Coordinate meetings, onsite visits and travel
• Track project schedules, deadlines, and deliverables
• Communicate with subcontractors, vendors, inspectors, and internal teams as needed

Financial & Document Control

• Assist with processing purchase orders, invoices, and subcontractor pay applications
• Track lien waivers, insurance certificates, and compliance documents
• Support budget tracking and cost reporting under direction of project managers

Compliance & Reporting

• Ensure all required permits, licenses, and documentation are obtained and filed
• Maintain safety documentation and compliance records
• Assist with audits and internal reporting requirements

General Office & Team Support

• Answer phones and manage project-related correspondence
• Support office operations and administrative tasks as needed
• Provide professional customer service to clients and partners

Qualifications

Required

• 2+ years of administrative experience, preferably in construction or a related field
• Strong organizational and time-management skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Ability to manage multiple priorities in a fast-paced environment
• Strong written and verbal communication skills

Preferred

• Experience in construction, engineering, or architecture environments
• Familiarity with construction software (e.g., Procore, Buildertrend, Viewpoint, or similar)
• Basic understanding of construction processes, terminology, and documentation
• Associate’s or Bachelor’s degree in Business Administration, Construction Management, or related field

Skills & Competencies

• Attention to detail and accuracy
• Ability to work independently and as part of a team
• Problem-solving mindset
• Professional demeanor and confidentiality
• Adaptability and willingness to learn