Position Summary
The Construction Office Administrator plays a key role in keeping our construction projects organized and running efficiently. This position supports project managers and company leadership by managing project documentation, coordinating schedules, assisting with permitting, maintaining records, and ensuring smooth day-to-day office operations.
The ideal candidate is proactive, organized, professional, and capable of managing multiple priorities in a fast-paced construction environment.
Key Responsibilities
- Maintain and organize project files, contracts, subcontracts, change orders, RFIs, submittals, insurance certificates, permits, and close-out documents.
- Track permit applications, inspections, and approvals while coordinating with municipalities and inspectors.
- Maintain project logs, schedules, and document control systems.
- Coordinate meetings, appointments, and communication between project managers, subcontractors, suppliers, engineers, architects, and clients.
- Answer and direct incoming phone calls and emails professionally.
- Process purchase orders, invoices, expense reports, and assist with accounts payable and accounts receivable.
- Prepare correspondence, proposals, reports, meeting minutes, and project documentation.
- Assist with bid preparation, subcontractor outreach, and procurement activities.
- Track material orders and delivery schedules to support active projects.
- Maintain company licenses, insurance certificates, subcontractor compliance documents, and vendor records.
- Assist with onboarding employees, subcontractors, and vendors.
- Order and manage office supplies and equipment.
- Support company leadership with administrative and operational tasks as needed.
Qualifications
- Associate’s or Bachelor’s degree preferred, or equivalent administrative experience.
- 5+ years of office administration experience in construction.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Ability to manage multiple projects simultaneously while meeting deadlines.
- Professional and customer-service-oriented attitude.
- High attention to detail and accuracy.
Preferred Qualifications
- Experience working for a general contractor or construction company.
- Familiarity with construction documents and terminology.
- Experience with permitting processes.
- Knowledge of contracts, change orders, RFIs, submittals, and project close-out documentation.
- Experience with QuickBooks or similar accounting software is a plus.
Technical Skills
- Microsoft Office (Word, Excel, Outlook)
- Google Workspace
- Construction management software experience is a plus (Procore)
Pay: $50,000.00 - $85,000.00 per year
Benefits:
- Health insurance
- Paid time off
Experience:
- Construction Industry: 5 years (Required)
Work Location: In person
