Construction Admin

Administrative Duties:

• Coordinate and process construction documentation for residential and commercial projects, ensuring compliance with internal policies, procedures, and regulatory requirements.
• Collaborate with project managers, site supervisors, subcontractors, clients, utility providers, and vendors to support the smooth operation and progression of construction activities.
• Manage and track project-related documentation including contracts, change orders, purchase orders, and insurance certificates.
• Maintain construction draw schedules, monitor budgets, and assist in the timely disbursement of payments to contractors and vendors.
• Administer insurance claims related to construction damages; manage correspondence and process claims in alignment with project cost estimates and timelines.
• Support pre-construction budgeting by organizing and reviewing initial budgets and coordinating input from project stakeholders.
• Maintain and update Approved Contractor and Vendor databases; ensure all credentials, licenses, and insurance documents are current.
• Track and verify IRS-reportable payments; assist with accurate and timely 1099 reporting for subcontractors and vendors.
• Conduct regular audits of project files to ensure completeness, accuracy, and compliance with project requirements.
• Identify and suggest workflow improvements and administrative efficiencies to support construction operations.
• Issue requests for pricing and quotations from subcontractors, suppliers, and service providers.
• Manage digital filing systems for efficient access to project documentation, correspondence, and reports.
• Attend construction and project coordination meetings; take detailed notes, prepare meeting minutes, and follow up on assigned action items.
• Assist in the creation of client handover packages, including manuals, warranties, certificates, and final project documentation.
• Monitor and log post-construction issues (snag lists); track resolutions and communicate updates to stakeholders.

Experience / Skill Set Should Include:

• Solid understanding of construction office operations and administrative practices
• Strong computer skills, including proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint)
• Prior experience (2-3 years) in a construction or engineering environment (preferred)
• Excellent written and verbal communication skills
• Proven ability to work independently and handle multiple tasks simultaneously
• High attention to detail and accuracy in document handling
• Knowledge of phone/email etiquette and professional communication practices
• Ability to organize and prioritize workload effectively to meet deadlines

Job Types: Full-time, Permanent