Overview
Golden Wave Electric LLC is seeking an experienced Construction Administrator & Operations Coordinator to work directly with the owner in managing the administrative and operational side of our commercial electrical projects. This is a key position for someone who is highly organized, proactive, and experienced in construction project coordination.
The role will be responsible for keeping projects organized and moving forward—from project startup and documentation through scheduling, change orders, billing, compliance, and closeout. The ideal candidate can take ownership of responsibilities, anticipate what needs to happen next, and communicate effectively with general contractors, vendors, customers, and project teams.
This position offers the opportunity to become a key part of Golden Wave Electric as we continue to grow and standardize our operations.
Duties & Responsibilities
- Manage the administrative lifecycle of Golden Wave Electric's commercial construction projects from award through project closeout.
- Set up new projects, organize project files, maintain current drawings/specifications, contracts, purchase orders, schedules, contact lists, and project documentation.
- Review incoming Invitations to Bid (ITBs), organize bid documents, plans, specifications and addenda, maintain the bid calendar, and track bid deadlines and follow-ups.
- Coordinate project startup requirements including contracts, COIs, W-9s, vendor setup, subcontractor prequalification, billing requirements, schedules, and required project documentation.
- Maintain and track RFIs, submittals, change orders, field directives, punch lists, and closeout items, ensuring outstanding items are followed through to completion.
- Track pending change orders and additional work, maintain supporting documentation, follow up on approvals, and ensure approved changes are captured for billing.
- Coordinate progress billing, Schedule of Values (SOVs), invoices, retention, payment applications, lien-waiver documentation, and accounts receivable follow-up.
- Track project schedules, inspections, deadlines, material requirements, long-lead items, deliveries, and other commitments that could affect project progress.
- Coordinate with general contractors, project managers, superintendents, vendors, suppliers, customers, inspectors, and other project stakeholders as required.
- Maintain company and project compliance documentation including insurance certificates, licenses, DIR requirements, prevailing-wage documentation, certified payroll coordination, and employee/company certifications.
- Assist with purchase orders, vendor quotes, material orders, delivery tracking, receipts, and project cost documentation.
- Maintain accurate project information in QuickBooks, construction-management platforms, GC portals, spreadsheets, and company tracking systems as applicable.
- Coordinate project closeout, including punch-list tracking, final documentation, warranties, as-builts, final billing, retention, and required closeout packages.
- Maintain organized records of project correspondence, commitments, decisions, and outstanding action items.
- Provide the owner with a clear overview of active projects, upcoming deadlines, pending change orders, outstanding invoices, project risks, and items requiring owner approval or decision.
- Assist in developing, implementing, and maintaining standardized company workflows and operating procedures as Golden Wave Electric continues to grow.
- Take ownership of assigned responsibilities and proactively identify, follow up on, and resolve administrative issues before they delay a project or require unnecessary owner involvement.
Requirements
- Minimum 2 years of experience in construction administration, project coordination, or construction operations required.
- Previous experience with a commercial electrical contractor, specialty subcontractor, MEP contractor, low-voltage contractor, or commercial general contractor is strongly preferred.
- Working knowledge of commercial construction processes including contracts, RFIs, submittals, change orders, purchase orders, progress billing, Schedule of Values (SOV), retention, and project closeout.
- Experience coordinating project documentation from project award through completion and closeout.
- Ability to read and navigate construction drawings, specifications, addenda, and other project documents. Electrical technical expertise is not required.
- Experience with Procore, BuildingConnected, Bluebeam, QuickBooks, or similar construction/project-management platforms is preferred.
- Proficiency with Microsoft Excel, Word, Outlook, and cloud-based document management systems.
- Experience with construction billing, invoice tracking, accounts receivable follow-up, and change-order tracking is strongly preferred.
- Familiarity with prevailing wage, certified payroll, DIR requirements, COIs, subcontractor prequalification, and construction compliance documentation is a plus.
- Strong organizational and time-management skills with the ability to manage multiple active projects, deadlines, and priorities simultaneously.
- Strong written and verbal communication skills with the ability to communicate professionally with general contractors, project managers, superintendents, vendors, suppliers, customers, and internal team members.
- Must be comfortable working directly with the company owner and able to take ownership of responsibilities with limited day-to-day supervision.
- Must be proactive and able to recognize outstanding items, approaching deadlines, missing documentation, and potential project issues without waiting to be instructed on every task.
- Must maintain accurate, organized, and confidential company and project records.
Professional Attributes & Expectations
- Remains calm and professional when dealing with difficult, frustrated, or demanding customers, contractors, vendors, and project teams.
- Able to de-escalate difficult situations and work toward practical solutions without unnecessarily escalating conflicts.
- Exercises good judgment and understands when an issue can be handled independently and when it needs to be brought to the owner's attention.
- Comfortable having difficult or direct conversations when necessary, including following up on overdue payments, missing documentation, schedule commitments, and unresolved project issues.
- Does not avoid problems or allow uncomfortable situations to remain unresolved.
- Takes ownership of mistakes, communicates them promptly, and focuses on correcting the issue rather than assigning blame.
- Able to receive constructive feedback without becoming defensive and apply that feedback moving forward.
- Communicates concerns and disagreements respectfully, including when they believe a different approach may be better.
- Willing to respectfully challenge the owner when something appears to have been overlooked, forgotten, or could create unnecessary risk.
- Maintains composure and clear thinking when priorities change or multiple issues arise at the same time.
- Understands how to prioritize urgent matters versus items that can wait.
- Protects confidential company, employee, customer, pricing, financial, and project information.
- Represents Golden Wave Electric professionally in all communications with general contractors, customers, vendors, inspectors, and other project stakeholders.
- Follows through on commitments and does not require repeated reminders to complete assigned responsibilities.
- Proactively communicates delays, problems, or missing information rather than waiting until a deadline has passed.
- Comfortable making reasonable decisions within their authority without seeking approval for every minor issue.
- Looks for solutions before presenting problems.
- Pays attention to details while still understanding the larger objective of the project or business.
- Comfortable working in a growing company where processes will continue to improve and responsibilities may evolve.
- Values accountability, reliability, organization, professionalism, and continuous improvement.
- Understands that urgency does not require panic and that difficult situations should be handled professionally and methodically.
Golden Wave Electric is looking for someone who wants more than simply completing assigned administrative tasks. We are looking for someone who takes ownership, solves problems, communicates effectively, and wants to become an important part of a growing company.
This position offers the opportunity to work directly with the owner, help strengthen and improve our operations, and grow professionally as the company continues to expand. For the right person, this role has the potential to develop into a key long-term position within Golden Wave Electric.
Pay: From $35.00 per hour
Benefits:
- Flexible schedule
- Health insurance
- Paid time off
- Professional development assistance
Application Question(s):
- Have you previously worked for a commercial general contractor, electrical contractor, MEP contractor, or specialty subcontractor?
- Which of the following have you personally worked with?
RFIs / Submittals / Change Orders / SOV & Progress Billing / Retention / COIs / Certified Payroll / Project Closeout
- Which construction platforms have you used?
Procore / BuildingConnected / Bluebeam / QuickBooks / Other
Experience:
- construction administration or project coordination: 2 years (Required)
Work Location: In person
