Construction Job Administrator

Job Summary

We are seeking a dynamic and detail-oriented Construction Job Administrator to join our team. In this vital role, you will oversee the administrative functions related to construction projects, ensuring seamless coordination between vendors, contractors, and internal teams. Your expertise will help maintain compliance with procurement regulations, manage contractual documentation, and support project management activities. This position offers an exciting opportunity to contribute to large-scale construction initiatives while ensuring operational efficiency and regulatory adherence.

Duties

• Run the front office: phones, email, scheduling and support for the principals
• Enter estimates, receive customer purchase orders and set up new jobs
• Track job costs, change orders and closeout
• Own A/R from invoice to cash: progress (AIA), T&M, change-order and retainage billing
• Manage collections: review the aging, make calls and work out payment arrangements
• Handle A/P: enter vendor and subcontractor invoices, process payments, and track lien waivers and COIs
• Track and issue per diem and gas cards, and book hotels and rental houses for traveling crews.
• Manage vendor relationships by overseeing procurement processes, documentation, and contract execution to ensure quality services and materials.
• Maintain comprehensive document management systems for contracts, permits, machine rental and project records, ensuring accuracy and accessibility.
• Conduct records management activities to ensure all project documentation is organized, secure, and compliant with legal standards.
• Familiarity with vendor management systems, document review procedures, and records management best practices. BusyBusy and Airtable experience is a plus.
• Proficiency in Microsoft Office applications including Word, Excel, PowerPoint; experience with DocuSign or similar electronic signature platforms preferred.
• Effective change management capabilities to adapt processes in a fast-paced construction environment.
• Strong business management acumen with the ability to coordinate multiple stakeholders across various projects.
• Join us as a Construction Job Administrator where your expertise will drive project success through meticulous administration, strategic vendor partnerships, and unwavering compliance!

Pay: $56,000.00 - $72,000.00 per year

Benefits:

• Paid time off

Work Location: In person