Construction Projects Administrative Assistant

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