Construction Projects Administrative Assistant
- Vision , Medical , Dental , Paid Time Off , Life Insurance , Retirement
- Full-Time
Position Overview:
The Construction Project Administrator/Coordinator will provide administrative support to our project teams, ensuring smooth operations throughout each project’s lifecycle. This role requires keen attention to detail, strong organizational skills, and a collaborative mindset.
Key Responsibilities:
- Assist with preparing project documentation, including contracts, permits, purchase orders, and other related forms.
- Prepare and submit submittals for projects.
- Coordinate and schedule meetings, taking minutes and ensuring action items are tracked and completed.
- Maintain organized and up-to-date project files, both digital and paper-based.
- Communicate with contractors, suppliers, and stakeholders to gather required documentation, such as invoices and certifications.
- Monitor project budgets, process invoices, and ensure timely payments.
- Support the procurement process by liaising with vendors and suppliers.
- Assist with the preparation and dissemination of regular project status reports.
- Provide logistical support, such as coordinating equipment deliveries or site services.
- Ensure compliance with company and industry standards and regulations.
- Manage and archive project-related correspondence.
- Using the scope provided by the project manager to compile and issue Subcontract Agreements and Purchase Orders through Procore and Docusign.
- Request outstanding paperwork for subcontractors/suppliers (insurance, signed documents, Submittals, W9s, etc.)
- Track subcontracts, purchase orders, in Procore and Spectrum
- Coordinate with the Project Manager to write Change Requests and issue Owner/Subcontractor Change Orders
- Print and scan plans as needed
- Review Exception Reports and follow up with subcontractors and suppliers regarding outstanding and unexecuted documents
- Maintain electronic and hard project files in the office and at the job
- Provide correspondence with owners, where needed
- Assist the Project Manager with the preparation of monthly pay requests and obtaining subcontractor lien releases
- Prepare close-out manuals at the end of the job—warranties, contract confirmations, O&M manuals, etc.
- Collect and review subcontractor insurance for compliance
- Perform other administrative tasks as required.
Requirements:
- Minimum of 2 years administrative experience within the construction industry.
- Proficient in MS Office Suite, with familiarity with construction management software.
- Prior Procore experience is an advantage.
- Strong organizational skills with the ability to multitask and prioritize effectively.
- Excellent written and verbal communication skills.
- Detail-oriented with a strong focus on accuracy.
- Ability to work effectively in a fast-paced environment.
- Knowledge of construction terminology and processes is preferred.
This position offers the opportunity to work in a dynamic construction environment. If you are a motivated individual passionate about construction administration, we encourage you to apply.
Benefits:
401(k)
401(k) matching
AD&D insurance
Dental insurance
Disability insurance
Employee assistance program
Health insurance
Health savings account
Life insurance
Paid time off
Vision insurance
Schedule: 8 hour shift
Travel requirement: No travel
Work Location: In person
Address
Datum Commercial Contracting
Austin, TXIndustry
Business
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