Construction Administrator

Description:

Job Title:

construction administrator

Division:

Maintenance & Construction Direct Reports To:

CFO FLSA

Status:

Exempt Average Work Hours:

40 hours per week or as projects demand

Summary:

The Construction Administrator (CA) is responsible for managing the documentation, communication, and logistical coordination required to support construction projects from initiation through closeout. This role ensures all project documentation is accurate, organized, and compliant; facilitates communication between project managers, clients, subcontractors, architects, and vendors; monitors project budgets; and supports financial reporting and invoicing processes. The CA ensures projects stay on schedule, remain within budget, and adhere to contractual and compliance requirements.

Essential Functions & Responsibilities:

Handle all project documentation, including contracts, submittals, RFIs, change orders, permits, and project close-out packages. Maintain organized electronic filing systems for all project-related documents. Ensure all documentation is complete, accurate, and filed according to company and client protocols. Prepare, manage, and track subcontractor agreements and compliance documentation. Assist in reviewing contract terms for adherence to requirements and timelines. Monitor subcontractor pay applications and assist with required supporting documentation. Coordinate project meetings, including internal and external stakeholders. Assist in monitoring the project schedule and tracking deliverables to ensure timely completion. Communicate any schedule changes to relevant team members and update internal systems. Serve as the central point of coordination between project managers, architects, engineers, clients, subcontractors, and internal teams. Provide consistent communication on project progress, outstanding documentation, and upcoming requirements. Assist Project Managers with preparation of reports, updates, and meeting minutes. Monitor project budgets and assist with cost tracking and reporting. Support the invoicing process by gathering required documentation, verifying billables, and preparing draft invoices for approval. Track change orders and ensure financial impacts are reflected in project budgets. Prepare and submit permit applications as required by the project. Ensure compliance with safety, regulatory, and contractual requirements. Participate in company training programs and maintain current knowledge of administrative and industry practices. Assist other departments and employees as needed.

Results Expected:

Maintain complete, organized, and audit-ready project documentation. Provide timely and clear communication to internal and external stakeholders. Support projects in meeting schedule, budget, and contractual requirements. Ensure prompt processing of RFIs, submittals, change orders, and other time-sensitive documents. Deliver accurate financial documentation to assist with timely invoicing. Demonstrate strong follow-through, organization, and professionalism. Maintain a proactive and solutions-oriented mindset in a fast-paced environment.

Requirements:

Education and Experience:

Associate degree or equivalent experience in construction management, project administration, business, or related field. Experience in construction, facilities, architecture, engineering, or project coordination preferred. Knowledge of contract administration and basic construction processes. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). Experience with project management software or construction platforms a plus. Basic accounting knowledge and experience supporting billing processes.

Key Competencies:

Strong organizational and documentation skills. Ability to follow verbal and written instructions accurately. Ability to work under deadlines and manage multiple priorities. Excellent written and verbal communication skills. Detail-oriented with strong analytical and problem-solving skills. Ability to reconcile and verify numerical information with precision. Professional email and phone etiquette. Strong teamwork and interpersonal skills. Accountability and reliability. Flexible and adaptable to evolving priorities. Ability to obtain information through verbal, written, and personal contact with stakeholders.