Design Admin Assistant Jobs in Michigan (NOW HIRING)

Position Summary:
The Construction Administrator serves as a critical bridge between design and construction, ensuring projects are executed with precision, accountability, and excellence. This role provides leadership-level construction phase oversight, documentation management, financial tracking, and coordination across project stakeholders.
The Construction Administrator safeguards design intent, monitors project performance, mitigates risk, and ensures compliance-supporting Kingscott's commitment to delivering exceptional environments for our clients.
This position requires significant in-field presence and proactive collaboration with project teams, contractors, and clients across the State of Michigan. This position also requires the individual be a resident in the State of Michigan with the ability to travel throughout the state to client sites and to meet project and team needs.
Organizational Values:
Our belief in people guides everything we do. We partner with clients and collaborators who place people at the center of their work.
• Investing in People
• Achieving the Extraordinary
• Serving with Humility
• Finding Fun in Our Work
• Committing Ourselves to Mutual Success
• Fearlessly Exploring
• Striving for Authenticity
Essential Responsibilities:
1. Construction Phase Leadership & Oversight
• Serve as Kingscott's representative during construction.
• Monitor construction activities for conformance with contract documents and design intent.
• Conduct regular site visits and document observations through detailed field reports.
• Proactively identify risks, discrepancies, and constructability concerns, recommending solutions.
2. Documentation & Contract Administration
• Assist with and maintain all construction-phase documentation including:
o RFIs
o Submittals and shop drawings
o Change orders and proposal requests
o Meeting minutes
o Field reports
• Ensure documentation is complete, accurate, timely, and audit-ready.
• Review contractor applications for payment for accuracy and contract compliance.
3. Communication & Stakeholder Coordination
• Facilitate clear and timely communication between owners, contractors, consultants, and internal teams.
• Coordinate design team site visits and specialty inspections.
• Support alignment between client expectations and construction execution.
• Maintain professional relationships that foster collaboration and trust.
4. Schedule & Budget Monitoring
• Track construction schedules and identify potential delays or sequencing conflicts.
• Assist in evaluating schedule recovery plans when needed.
• Monitor construction budgets and change order trends.
• Support cost control and financial transparency throughout the project lifecycle.
5. Procurement & Submittal Review Support
• Monitor procurement milestones and long-lead items.
• Coordinate submittal review workflows between contractors and design teams.
• Ensure timely return of reviewed documents to maintain project momentum.
6. Permitting & Regulatory Compliance
• Assist in securing necessary permits and inspections.
• Monitor compliance with local, state, and federal building regulations.
• Support successful project closeout, including certificates of occupancy and final documentation.
7. Quality Assurance & Risk Mitigation
• Support implementation of quality control procedures.
• Review work in progress to ensure adherence to plans and specifications.
• Identify and escalate potential quality or safety issues early.
8. Safety Awareness
• Promote a culture of safety and awareness on job sites.
• Observe site conditions and report unsafe practices or non-compliance.
9. Meetings & Reporting
• Organize and attend construction progress meetings.
• Prepare clear, actionable meeting minutes.
• Generate executive-level progress reports summarizing schedule, budget, risk, and quality status.
10. Travel Requirements
• Travel throughout Michigan is essential.
• Up to four (4) days per week on-site, with one (1) day dedicated to administrative processing and documentation.
• Must maintain reliable transportation and ability to travel independently.
Non-Essential Responsibilities:
• Support business development efforts, client interviews, and industry engagement.
• Mentor junior staff in construction administration processes.
• Other duties as assigned by Project Director or Project Manager.
• Other duties as assigned by the Project Director and/or the Project Manager.
Supervision Received:
Limited Direction: Works from overall policies, goals, and budgetary limits. Virtually self-supervising with direct accountability for final results.
Supervisory Responsibilities:
Informal leadership: Determines work assignments, priorities, and procedures for team members. Responsible for assigning, scheduling, and ensuring the quality and quantity of work. May or may not approve time off and schedule adjustments. Provides training and mentoring to other team members.
Education & Experience:
Required:
• Bachelor's degree in construction management, architecture, engineering, or related field; preferred (Equivalent professional construction administration experience may substitute.)
• Minimum five (5) years of direct and on-site construction administration or construction coordination experience; required
• Experience in K-12 and/or commercial building construction strongly preferred.
Preferred:
• LEED accreditation or familiarity with sustainable construction practices.
• Experience working within architectural or engineering firms.
Core Competencies
• Strong understanding of construction documents and building systems
• Knowledge of architectural, civil, structural, and MEP disciplines
• Familiarity with cost estimating and change management practices
• Proficiency in construction management platforms and Microsoft Office Suite
• Exceptional written and verbal communication skills
• High attention to detail and documentation accuracy
• Ability to manage multiple projects simultaneously
• Strong analytical and problem-solving skills
• Professional presence and client-facing confidence
• Adaptability in fast-paced, evolving environments
Other Knowledge, Skills & Abilities:
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent leadership, problem-solving, negotiation and consultation skills.
• Knowledge of architectural, civil, structural, and electrical disciplines; building construction; cost estimating; and building codes.
• Possess and demonstrate solid analytical, communication, and interpersonal skills.
• Participation at Industry Conferences and Client Interviews.
• Ability to work in an energetic and challenging work environment.