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Construction Administrator
Job
Robert Half
Brea, CA (In Person)
Full-Time
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Job Description
Description We are looking for a detail-oriented Construction Administrator to support project operations for a Contract position based in Brea, California. In this role, you will help keep construction activities organized by coordinating documentation, vendor communications, cost-related records, and renovation tracking. The ideal candidate is comfortable working with project management systems, managing multiple priorities, and partnering with internal teams to keep projects moving efficiently. This is a hybrid work opportunity requiring Monday, Wednesday and Friday to be worked onsite.
Responsibilities:
- Manage the full administrative lifecycle of contracts, purchase orders, and change documentation, ensuring timely routing, approvals, and execution through digital tools such as DocuSign.
- Coordinate with contractors and suppliers to maintain productive working relationships, track invoice status, and support accurate payment processing.
- Monitor renovation progress across units by maintaining organized records, updating milestone information, and sharing status details with appropriate stakeholders.
- Assist with solicitation activities by preparing bid packages, supporting scope documentation, and organizing contractor selection and award materials.
- Provide project administration support for budgeting, schedules, setup activities, closeout tasks, and construction documentation such as RFIs, submittals, and meeting records.
- Maintain structured filing systems for project documents, warranties, turnover materials, and closeout records while supporting compliance with company procedures.
- Prepare loan draw submission packages by assembling required backup documentation and ensuring deadlines are met.
- Facilitate communication among project teams by coordinating meetings, creating agendas, recording minutes, and distributing follow-up information.
- Deliver general administrative support to office and field personnel, including handling inbound calls, data entry, correspondence management, and document distribution. Requirements
- Associate degree from a two-year college or technical program required; bachelor's degree preferred.
- 1-2 years of experience in construction administration or a closely related support role.
- Demonstrated ability to work with contracts, vendors, and project documentation in a fast-paced environment.
- Proficiency with Smartsheet or similar project management software is required.
- Strong computer skills, including Microsoft Word, Excel, Outlook, OneDrive, and SharePoint, as well as DocuSign.
- Experience with Yardi, especially job cost-related functions, is highly valued.
- Ability to manage inbound calls, perform accurate data entry, and handle administrative office responsibilities with strong attention to detail.