Construction Administrative Coordinator
Location: Charlotte, NC
Employment Type: Full-Time
Join Our Team
Night Owl Companies is seeking an experienced Construction Administrative Coordinator to join our growing team in Charlotte, NC.
This position plays a key role in supporting our Operations and Project Management teams by coordinating purchasing, tracking project documentation, monitoring job costs, ensuring vendor compliance, and helping keep projects organized from project startup through closeout.
In addition to supporting day-to-day construction operations, this role will work directly with the Executive Vice President of Administration and the CEO on special projects, including occupied interior renovation initiatives, process improvements, and other strategic operational assignments. This position offers excellent exposure to executive leadership and the opportunity to make a meaningful impact across the organization.
Primary Responsibilities
· Coordinate purchasing of materials and subcontractors as needed.
· Create and manage Purchase Orders.
· Track material orders, deliveries, and project procurement.
· Process and verify vendor and subcontractor invoices.
· Ensure all job costs are entered accurately and timely.
· Track project budgets and assist with job cost monitoring.
· Maintain vendor compliance, including Certificates of Insurance (COIs), W-9s, and lien waivers.
· Track and maintain approved change orders.
· Assist with monthly Work-in-Progress (WIP) audits.
· Support Project Managers with administrative and project coordination tasks.
· Coordinate project closeout packages, including warranties, final lien waivers, closeout documentation, and required project records.
· Audit project files for completeness and accuracy.
· Maintain accurate project information within JobTread and QuickBooks Online (QBO).
· Coordinate with Accounting, Operations, Vendors, Project Managers, and subcontractors to resolve issues and keep projects moving efficiently.
· Assist with scheduling deliveries and material procurement.
· Support continuous improvement of construction administrative processes and operational workflows.
· Assist the Executive Vice President of Administration and CEO with special projects, occupied interior renovation initiatives, process improvements, reporting, and other operational assignments as needed.
QualificationsRequired
· Minimum of 3 years of construction administration or project coordination experience.
· Experience in multifamily renovation or commercial construction is strongly preferred.
· Strong understanding of purchasing, procurement, and construction project coordination.
· Experience with construction job costing and project financial tracking.
· Experience processing vendor and subcontractor invoices.
· Knowledge of purchase orders, change orders, subcontractor documentation, and project closeout procedures.
· Proficiency with Microsoft Office, including Excel, Word, Outlook, and Teams.
· Experience using JobTread or similar construction management software.
· Working knowledge of QuickBooks Online (QBO) preferred.
· Excellent organizational, communication, and time management skills.
· Strong attention to detail and the ability to manage multiple priorities simultaneously.
· Self-motivated with the ability to work independently while collaborating across departments.
What We’re Looking For
We’re looking for someone who is:
· Highly organized and detail-oriented.
· A proactive problem solver who takes ownership.
· Comfortable working in a fast-paced, deadline-driven environment.
· Professional when communicating with vendors, subcontractors, clients, and internal teams.
· Adaptable and willing to support both daily operations and special company initiatives.
· Passionate about helping projects stay organized, on schedule, and financially accurate.
If you’re looking to join a stable, growing construction company where your organizational skills, construction knowledge, and initiative can make an immediate impact, we’d love to hear from you.
Pay: $60,000.00 - $72,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Experience:
- construction administration or project coordination : 3 years (Required)
- QuickBooks: 3 years (Preferred)
- Project management software: 1 year (Required)
Ability to Commute:
- Charlotte, NC 28227 (Required)
Work Location: In person
