Construction Office Administrator

Key Responsibilities

• Coordinate day-to-day administrative and logistical activities for multiple construction projects.
• Support Project Managers with project schedules, deadlines, documentation, and follow-up.
• Maintain organized project files, contracts, plans, specifications, permits, and correspondence.
• Prepare, track, and distribute project documents, including RFIs, submittals, change orders, proposals, purchase orders, and other project correspondence.
• Coordinate communication between project managers, superintendents, subcontractors, vendors, clients, and other project stakeholders.
• Track project schedules, action items, outstanding information, and upcoming deadlines.
• Assist with subcontractor and vendor coordination, including obtaining documentation, scheduling, and follow-up.
• Help prepare project meeting agendas, notes, and action-item lists.
• Track invoices, purchase orders, commitments, and other project-related administrative items.
• Assist with billing, pay applications, lien releases, insurance certificates, and other project documentation as needed.
• Maintain accurate project logs and databases.
• Assist with material and equipment coordination and delivery scheduling.
• Follow up on outstanding items and communicate status updates to the appropriate team members.
• Support project closeout activities, including warranties, manuals, final documentation, and punch-list tracking.
• Provide general administrative support to the construction and project management team as needed.

Qualifications

• 2+ years of experience in construction administration, project coordination, project management support, or a related field preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to maintain accurate records.
• Ability to manage multiple projects, priorities, and deadlines simultaneously.
• Comfortable communicating with subcontractors, vendors, clients, and internal team members.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Experience with construction/project management software is a plus.
• Ability to work independently, take initiative, and follow through without constant supervision.
• Construction industry experience strongly preferred.

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