Construction Project Administrator

Do you thrive on keeping things organized, closing open loops, and making sure nothing falls through the cracks? ARQOVA Construction Group is looking for a detail-driven Construction Project Administrator to join our team in Orange County. If you enjoy creating order in a fast-paced environment and want hands-on exposure to real construction projects — this role is for you.

ABOUT THE ROLE

This is a part-time, contract position — approximately 70% administration and 30% project coordination — supporting active construction projects and the day-to-day needs of our project and office team. You'll work closely with project leadership, keeping records accurate, follow-ups timely, and documentation airtight.

This is not an Assistant Project Manager role. The focus is dependable administrative execution: organized files, clear records, and proactive follow-through.

WHAT YOU'LL DO

● Set up and maintain organized project files — digital and physical — across all active jobs.

● Log, track, and distribute submittals, RFIs, and change orders; follow up to ensure timely responses and approvals.

● Maintain drawing logs, specification books, and project directories so the team always has access to the current version.

● Scan, file, and archive project documents including contracts, permits, inspection reports, and correspondence.

● Prepare and process purchase orders; track approval status, delivery confirmations, and supporting documentation.

● Follow up with suppliers and vendors on order status, lead times, and open deliveries.

● Match purchase orders to invoices and route for approval; flag discrepancies before they become problems.

● Manage subcontractor onboarding — collect and verify executed agreements, insurance certificates, W-9s, contractor licenses, and required compliance documents.

● Track certificate and license expiration dates; send renewal reminders and follow up to keep records current.

● Coordinate scheduling for meetings, site visits, inspections, and deliveries; maintain shared calendars and send reminders.

● Take and distribute meeting notes; track action items and follow up until they are closed.

● Draft and manage routine project correspondence with clients, subcontractors, vendors, and agencies.

● Support the project team and office leadership with data entry, reporting, and any other administrative needs as they arise.

WHAT WE'RE LOOKING FOR

Required:

● 1–2 years of office administration, project support, or a similar administrative role.

● Strong attention to detail and a consistent habit of following tasks through to completion.

● Proficiency in Microsoft Office (Word, Excel, Outlook) — you use it daily, not occasionally.

● Clear, professional written and verbal communication with coworkers, vendors, and subcontractors.

● Comfort managing multiple priorities, deadlines, and open items simultaneously.

● Reliable, punctual, and able to work independently with minimal supervision.

Preferred (but not required):

● Experience in a construction office or familiarity with construction terminology, contracts, and permitting.

● Exposure to project management or document management software (we'll train the right candidate).

● Experience with QuickBooks or basic accounting workflows.

THIS ROLE MIGHT BE FOR YOU IF…

● You notice when a detail is missing and take initiative to close the loop — without being asked.

● You like organized files, accurate records, clear lists, and practical systems.

● You can shift between office tasks and project support without losing track of what's open.

● You want real, hands-on exposure to construction operations — and room to grow with the company.

WHY ARQOVA

At ARQOVA Construction Group, you'll be close to the work from day one. This role gives you practical, cross-functional experience across project documentation, purchasing, subcontractor coordination, permitting, compliance, and daily operations — in a professional environment where your contributions are visible and valued.

We're a team that takes the work seriously and supports each other. The administrative foundation you build here matters — and so does the person building it.

HOW TO APPLY

Please submit your resume and a brief note (3–5 sentences is fine) covering:

● Your administrative background and the types of tasks you've owned.

● Any construction office or industry experience (none required — just let us know).

● Software you use regularly (Word, Excel, project management tools, etc.).

● Your availability for an in-office, part-time schedule in Orange County.

● Your requested hourly rate or compensation range.

ARQOVA Construction Group is committed to a respectful, inclusive, and professional workplace. We consider all qualified applicants based on relevant experience and job-related qualifications.

Pay: From $18.00 per hour

Work Location: In person