Job Title: Office Administrator
Reports To: Owner(s)
Summary
Northern Closure Construction, LLC is seeking a highly organized, proactive, and dependable Office Administrator to support the administrative and operational functions of our growing construction company.
This position serves as a central administrative resource connecting the office, field, homeowners, subcontractors, vendors, and other business partners. Working closely with the Owner, Project Manager, and General Superintendent, the Office Administrator helps ensure that project documentation, permitting, homeowner selections, subcontractor records, office operations, and administrative deadlines remain organized, accurate, and on schedule.
While the primary responsibilities of this position are administrative, we believe effective construction administration requires an understanding of the work happening beyond the office. The Office Administrator will periodically visit active jobsites, participate in project walkthroughs, and develop familiarity with projects at various stages of construction. This firsthand knowledge is intended to strengthen communication between the office and field and allow the Administrator to provide more informed and effective support to the entire project team.
The ideal candidate is someone who enjoys creating order, takes ownership of details, communicates professionally, and is interested in learning how the construction process works from start to finish. This individual should be comfortable balancing office responsibilities with periodic jobsite involvement and should be able to anticipate administrative needs before they become obstacles.
Key Responsibilities
Project Administration & Documentation
- Organize and maintain project files and documentation from project start through completion, including contracts, specifications, change orders, permits, inspection records, warranties, and other critical project documents.
- Work closely with the Project Manager and General Superintendent to ensure project documentation is current, complete, properly filed, and easily accessible.
- Assist with preparing lender documentation and construction draw packages.
- Track administrative project deadlines and proactively follow up on outstanding documentation or required information.
- Assist with preparing and organizing bid documents, proposals, and Requests for Proposals (RFPs).
- Track bid deadlines and submission requirements.
- Prepare outgoing correspondence, forms, and other company or project documents as needed.
- Prepare and submit permit applications and supporting documentation, communicating with municipalities regarding permitting requirements and outstanding information.
- Track permit approvals and coordinate required project inspections, including inspection dates, results, and follow-up requirements.
- Maintain organized records of permits, inspections, and municipal correspondence.
Homeowner & Client Coordination
- Assist with homeowner communication related to scheduling, selections, documentation, and other administrative matters throughout the construction process.
- Schedule and participate in homeowner meetings and selection appointments.
- Document homeowner selections and finish choices and maintain accurate selection and specification records.
- Communicate finalized selections and documentation to the appropriate project team members.
- Provide timely, professional follow-up to homeowners while directing construction-related questions or decisions to the appropriate Project Manager, General Superintendent, or Owner.
- Help provide consistent, organized, and professional client experiences from project start through completion.
Jobsite Familiarity & Field Coordination
- Periodically visit active jobsites and participate in project walkthroughs or field meetings to develop familiarity with individual projects, construction phases, and field operations.
- Develop a working understanding of the residential construction process and how administrative responsibilities, selections, permitting, scheduling, documentation, and project milestones relate to work occurring in the field.
- Maintain general awareness of project progress to better support the Project Manager, General Superintendent, homeowners, subcontractors, and vendors.
- Use firsthand knowledge of active projects to strengthen communication, coordination, and information flow between the office and field teams.
Subcontractor & Vendor Administration
- Maintain current vendor and subcontractor contact information, agreements, and administrative records.
- Collect and maintain subcontractor certificates of insurance, W-9 forms, and other required compliance documentation.
- Prepare, distribute, and track subcontractor agreements.
- Support subcontractor and supplier prequalification processes as needed.
- Follow up with vendors and subcontractors for missing invoices, documentation, product specifications, warranties, or other required information.
- Assist with drafting, tracking, and processing change orders and related project documentation.
Office Administration
- Answer incoming telephone calls and assist with general office inquiries.
- Welcome homeowners, vendors, subcontractors, and other visitors in a professional manner.
- Coordinate calendars, meetings, appointments, and other scheduling needs for company leadership and project teams.
- Maintain office supply inventory and order routine office necessities as needed.
- Maintain organized electronic and physical filing systems.
- Receive, organize, and route vendor invoices and supporting documentation, following up on missing receipts and assisting team members with coding.
- Coordinate with external IT providers regarding routine hardware, software, or technology needs.
- Support a professional, organized, clean, and efficient office environment
- Maintain records of safety meetings, certifications, training logs, and other required documentation.
- Coordinate administrative follow-up related to safety and compliance matters as directed by company leadership.
- Maintain company administrative records and track recurring licenses, registrations, renewals, and other required business documentation as assigned.
- Receive, distribute, and coordinate incoming mail, deliveries, correspondence, and general company documentation.
- Identify opportunities to improve administrative efficiency, organization, and communication.
- Assist in developing and documenting standard operating procedures and recurring administrative workflows.
- Help implement and maintain administrative systems as the company continues to grow.
Qualifications & Preferred Skills
- Prior experience in office administration, project administration, construction administration, or a related role preferred.
- Construction industry experience is beneficial but not required; a genuine interest in learning the residential construction process is important.
- Exceptional organizational skills with strong attention to detail and follow-through.
- Ability to manage multiple priorities, deadlines, and active projects simultaneously.
- Professional written and verbal communication skills.
- Strong customer service and interpersonal skills.
- Comfortable communicating with homeowners, subcontractors, vendors, municipalities, and internal team members.
- Proficiency with Microsoft Office and the ability to learn construction-related software and technology.
- Basic understanding of invoice processing and business documentation preferred.
- Ability to handle confidential company, employee, client, and financial information with professionalism and discretion.
- Self-starter with the ability to work independently, recognize what needs to be done, and take appropriate initiative.
- Willingness and ability to periodically visit active construction sites and learn through firsthand exposure to projects.
- Positive, solution-oriented approach and willingness to adapt as the company continues to grow.
Position Flexibility
This position description is intended to define the primary responsibilities and expectations of the role. Northern Closure Construction is a growing company, and responsibilities and workflows may evolve as operational needs change. The company reserves the right to modify, add, or remove job duties as business needs require.
This description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Employees may be assigned additional responsibilities as needed and are expected to comply with all company policies and procedures.
Work Environment & Physical Requirements
Northern Closure Construction, LLC is a year-round, full-service construction management company based in Lewiston, Maine. The company manages residential construction projects throughout the region, with work primarily based in Central and Southern Maine and occasional projects extending beyond.
This role combines a professional office environment with periodic exposure to active residential construction sites. The employee must be able and willing to travel locally to jobsites, municipal offices, vendor locations, and other business-related locations as needed.
Jobsite visits may involve exposure to uneven terrain, stairs, construction materials, noise, dust, fumes, weather conditions, and other conditions typical of an active construction site. Appropriate safety practices and personal protective equipment must be followed when visiting active jobsites.
The position may require sitting or standing for extended periods, walking through active construction sites, bending, reaching, and lifting or carrying office or project-related materials as needed.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the role.
Equal Opportunity Employer
Northern Closure Construction, LLC is an equal opportunity employer and is committed to creating an inclusive work environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other status protected by applicable law.
Pay: $25.00 - $27.00 per hour
Work Location: In person
