Position Summary
The Construction Project Administrator provides administrative and project support for multiple heavy highway construction projects. This position is responsible for managing project documentation, coordinating contract administration, processing project correspondence, supporting subcontract administration, maintaining compliance documentation, and assisting Project Managers with the day to-day administrative functions necessary for successful project delivery. This position is essential to ensuring our projects remain organized, compliant with contract requirements, and supported through timely communication and accurate record keeping.
Primary Responsibilities
Project Documentation
- Establish and maintain complete electronic and hard-copy project files.
- Maintain organized project records throughout the life of each project.
- Create and maintain project logs, including: o Submittal Logs o RFI Logs o Change Order Logs o Shop Drawing Logs o Material Certification Logs o Contract Correspondence Logs
- Maintain organized records of owner correspondence.
- Prepare meeting agendas and meeting minutes when requested.
- Prepare documentation for Time and Material cost analysis
- Prepare documentation for Change Order’s
- Assist in assembling project closeout documentation.
Submittals and RFIs
- Prepare and distribute material and shop drawing submittals.
- Maintain the project submittal register.
- Track the review status of all submitted documents.
- Follow up with suppliers, subcontractors, engineers, and owners to facilitate timely reviews.
- Prepare and distribute Requests for Information (RFIs).
- Maintain current RFI logs and response tracking.
Contract Administration
- Prepare subcontract agreements.
- Coordinate execution of subcontract agreements.
- Maintain subcontractor insurance certificates and required documentation.
- Track subcontract compliance with contractual requirements.
- Maintain project correspondence and contract documentation.
- Coordinate execution of change order documentation as directed by the Project Manager.
Financial Administration
- Process subcontractor payment applications.
- Collect supporting documentation for subcontractor payments.
- Assist Project Managers with owner payment application documentation.
- Coordinate invoice processing with the Accounting Department.
- Maintain records supporting project billings.
- Track subcontract balances and retainage.
- Prepare Time & Material (T&M) cost analyses and supporting reports for extra work performed under force account or time and material directives.
- Prepare change order cost analyses and supporting documentation for review by the Project Manager, including labor, equipment, material, subcontractor, and other associated project costs.
Compliance
Assist in maintaining compliance with owner, regulatory, and contractual requirements by:
- Tracking required project documentation.
- Maintaining prevailing wage and labor compliance documentation when applicable.
- Maintaining DBE participation documentation.
- Organizing material certifications and testing documentation.
- Assisting with project audits.
- Supporting project closeout requirements.
Communication
- Maintain professional communication with owners, subcontractors, suppliers, engineers, inspectors, and internal staff.
- Coordinate project meetings as requested.
- Monitor outstanding documentation and proactively follow up with responsible parties.
- Support multiple Project Managers and projects simultaneously while maintaining accuracy and organization.
General Expectations
Employees in this position are expected to:
- Maintain strict confidentiality regarding company and project information.
- Exercise professionalism in all communications.
- Demonstrate initiative by identifying and resolving administrative issues before they become project delays.
- Maintain organized project files at all times.
- Meet deadlines established by owners, Project Managers, and company leadership.
- Work collaboratively with all departments.
- Continually improve administrative processes and efficiencies.
Required Skills
The successful Construction Project Administrator should demonstrate:
- Exceptional organizational skills.
- Strong written and verbal communication.
- Attention to detail.
- Time management and prioritization.
- Professional customer service.
- Ability to work independently.
- Ability to manage multiple deadlines simultaneously.
- Problem-solving skills.
- Adaptability in a fast-paced construction environment.
Work Environment
This position is primarily office-based but may require periodic visits to active construction sites. Site visits require compliance with all company safety policies, including the use of appropriate personal protective equipment.
Performance Expectations
Performance will be evaluated based on:
- Accuracy of project documentation.
- Organization and maintenance of project files.
- Timeliness of submittals and project correspondence.
- Responsiveness to Project Managers and field personnel.
- Ability to prioritize multiple projects.
- Professional communication.
- Initiative and problem-solving.
- Overall contribution to successful project delivery.
AN EQUAL OPPORTUNITY EMPLOYER
Pay: $70,000.00 - $90,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Location:
- Binghamton, NY (Required)
Work Location: In person
