Construction Project Administrator

Come join a proven team of commercial construction professionals, as we continue to build landmarks in our community.  

Job Title:                        Construction Administrator

Department Group:      Administration

Reports to:                    Sr. Project Manager and/or Project Manager, as assigned.

Position Type:               Full-Time

Role and Responsibilities:

To provide clerical, administrative support to the Project Management staff at main office and/or job site locations, by the efficient coordination of clerical office activities for projects assigned.

Job Duties:

1. As project job site receptionist, answering of phones, transferring calls, relaying messages, coordination of mail and generally overseeing the operations of the remote job site office location.

2. Proficiently administer all clerical duties, including but not limited to typing, document preparation, filing, mail.

3. Assist Project Management with the following:

   1. Letters of Intent to Award Contract
   2. Purchase Orders
   3. In-house Purchase Orders
   4. Subcontracts
   5. Subcontract Contract Change Order Proposals and Change Orders
   6. Addenda
   7. Transmittals
   8. Owner Change Orders (outside AIA)

4. Update and maintain the following:

   1. Purchase Order Logs
   2. Shop Drawing and Submittal Logs
   3. Plan Logs

5. Assist Project Manager in entering computer scheduling and estimating data, if needed.

6. Assist Project Manager and Superintendent in scheduling material deliveries, if needed.

7. Assist Project Manager with bid solicitations; receiving subcontract and material quotations; preparation of bidding documents.

8. Preparation of monthly estimates to owner.

9. Travel to Clerk of Court (Sarasota/Manatee) and/or regional Permitting Offices for recording necessary project documents as well as tendering or picking up permits, as needed.

10. Assist Project Manager and Superintendent to secure and organize all project close-out documents.

11. Maintain a thorough knowledge of company procedures.

Additional Specific Duties to Include but Not Limited to:

1. Perform a variety of clerical duties, including but not limited to memos, correspondence, reports and other documents as needed.
2. Assist with training of new staff as needed.
3. Continuously maintain an organized work area.
4. Communicate with main office staff as needed for continuous flow of paperwork associated with project, including accounting documentation.
5. At certain times between project assignments, a work area may be provided at the main office. If working from the main office, additional responsibilities will include assisting with the answering of the main switchboard as well as providing receptionist coverage, as needed.
6. This job description is not designed to cover or contain an exhaustive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Skills/Qualifications:

• Excellent phone etiquette.
• Excellent verbal and written communication skills.
• Able to work with minimum supervision.
• Professional appearance.
• Ability to multi-task.

Qualifications and Education Requirements:

• High School Diploma or GED
• Minimum 2-years professional construction office Administrative Assistant or equivalent.
• Must be computer literate, with above-average knowledge of Microsoft Office products, including Word, Excel and Outlook (e-mail and calendaring).
• Must have a good command of the English language, oral and written.

Additional Notes:

Must be able to lift a minimum of 30 lbs.

Required to sit and work on a computer for long periods of time.

Must adhere to all safety protocols mandated for job site operations.

Must maintain a clean driving record and have own vehicle for frequent, required travel between jobsites, main office, and errands - mileage reimbursed.

Benefits include:  Paid Vacation, Paid Sick Time, Health Insurance, Dental Insurance, Vision Insurance, FSA, 401k and more.