SERVPRO of Mechanicsburg's is hiring a Construction Office Administrator
The Construction Office Administrator is responsible for providing comprehensive administrative and operational support for SERVPRO’s construction and reconstruction division. This position serves as a key link between the office, construction crews, project managers, customers, insurance adjusters, subcontractors, vendors, and other project stakeholders.
The ideal candidate is highly organized, detail-oriented, professional, and capable of managing multiple projects and deadlines simultaneously. This position requires strong communication skills, attention to detail, confidentiality, and the ability to work efficiently in a fast-paced restoration and construction environment.
Essential ResponsibilitiesConstruction & Project Administration
- Assist with the day-to-day administrative management of construction and reconstruction projects.
- Open, organize, and maintain project files and documentation.
- Ensure project paperwork is complete, accurate, and properly documented.
- Track project status, schedules, deadlines, and outstanding items.
- Coordinate communication between project managers, technicians, subcontractors, customers, and office personnel.
- Assist with scheduling crews, subcontractors, inspections, deliveries, and other project-related activities.
- Maintain accurate records of project correspondence, approvals, change orders, invoices, and supporting documentation.
- Assist with preparing project closeout documentation.
Insurance & Estimating Support
- Assist with insurance-related construction documentation and correspondence.
- Communicate professionally with insurance adjusters, third-party administrators, property owners, and other insurance representatives.
- Assist with preparing, submitting, and tracking estimates, supplements, change orders, and supporting documentation.
- Review estimates and project documentation for completeness and consistency.
- Organize photographs, reports, invoices, receipts, and other documentation required to support project costs.
- Assist with Xactimate-related administrative tasks and documentation as needed.
- Track outstanding supplements, approvals, payments, and documentation.
- Maintain organized records of insurance correspondence and project decisions.
Customer Service
- Serve as a professional point of contact for customers regarding project scheduling, documentation, and general questions.
- Respond to customer inquiries promptly and professionally.
- Schedule appointments, inspections, walkthroughs, and other customer communications.
- Provide customers with updates regarding project progress when appropriate.
- Document customer communications and follow up on outstanding requests.
- Help ensure customers receive a professional and positive experience throughout the construction process.
Subcontractor & Vendor Coordination
- Obtain and maintain subcontractor and vendor information.
- Request and organize proposals, bids, invoices, receipts, and other documentation.
- Coordinate subcontractor scheduling with project timelines.
- Verify required documentation, including W-9s, certificates of insurance, and other company-required paperwork.
- Communicate project requirements, schedules, and documentation needs to subcontractors and vendors.
- Track subcontractor invoices and assist with matching invoices to completed work.
Accounting & Administrative Support
- Assist with preparing invoices and collecting required billing documentation.
- Track customer payments, insurance payments, outstanding balances, and project receivables.
- Assist with accounts payable and accounts receivable functions as assigned.
- Maintain accurate records of deposits, payments, invoices, and project expenses.
- Assist with purchase orders and vendor documentation.
- Provide administrative support to management and project managers.
Documentation & Compliance
- Maintain organized electronic and physical project files.
- Ensure required forms and documentation are completed and properly stored.
- Maintain confidentiality of customer, employee, insurance, financial, and company information.
- Assist with maintaining compliance with company policies and applicable regulations.
- Maintain accurate project logs and administrative records.
- Assist with audits, file reviews, and documentation requests.
Daily Responsibilities
The Construction Office Administrator may be responsible for:
- Monitoring emails and phone calls.
- Updating project management systems.
- Communicating with customers and insurance representatives.
- Scheduling crews and subcontractors.
- Following up on estimates, supplements, approvals, and payments.
- Organizing project documentation and photographs.
- Preparing invoices and supporting billing documentation.
- Updating project schedules.
- Tracking outstanding project items.
- Assisting project managers with administrative needs.
- Maintaining accurate and professional job files.
QualificationsRequired
- High school diploma or equivalent.
- Previous administrative, office, construction, restoration, insurance, or customer service experience preferred.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Strong attention to detail.
- Ability to prioritize multiple projects and deadlines.
- Proficiency with Microsoft Office, email, and general computer applications.
- Ability to maintain confidentiality.
Join us as a Construction Administrator to be at the heart of innovative projects that shape communities! Your expertise will help ensure our projects are delivered on time, within scope, and to the highest standards. We value proactive problem-solving and a passion for excellence—if that sounds like you, we’d love to hear from you!
Pay: $17.00 - $20.00 per year
Work Location: In person
