Job Description

The Construction Administrator provides critical administrative and project support to our construction management team. This role ensures that day-to-day office operations run smoothly and that project documentation is accurate, organized, and up to date.

Key Responsibilities:

Project Administration & Documentation:

• Prepare, track, and maintain project records, including contracts, change orders, RFIs, submittals, drawings, meeting minutes, and daily reports.
• Ensure that electronic and physical files are accurate, current, and properly archived for easy retrieval.
• Assist in the preparation of project schedules, progress updates, and budget tracking reports.
• Monitor deadlines for critical documents such as permits, insurance certificates, and lien releases.

Communication & Coordination:

• Serve as a point of contact for project correspondence between internal teams.
• Draft and distribute formal communications such as notices, memos, and meeting agendas.
• Coordinate project meetings, including scheduling, agenda creation, and recording/distributing meeting notes.

Bidding & Procurement Support:

• Assist with the bidding process by assembling bid packages, tracking proposals, and logging subcontractor responses.
• Maintain up-to-date vendor and subcontractor contact lists.
• Help project managers with purchase orders, material tracking, and vendor follow-ups to keep schedules on target.

Office Administration

• Handle general administrative duties, including answering phones, managing office supplies, and coordinating deliveries.
• Assist with onboarding documentation and training schedules for new hires within the construction team.

Marketing & Branding Support

• Assist with creating and posting content for company social media platforms (e.g., LinkedIn) to showcase projects and company updates.
• Gather photos and project highlights for marketing materials, proposals, and the company website.
• Coordinate with vendors or designers for brochures, signage, and branded collateral.
• Help prepare presentation materials and graphics for client meetings and business development opportunities.

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