Construction Admin

Responsibilities

• Team Support: Provide meeting support including scheduling, ordering catering, reserving conference rooms, setting up physical or virtual meetings, and attend as necessary.
• General administrative support including file management, tracking documents, technical editing and formatting of project documents, and assisting with marketing support.
• Communicate clearly and effectively with internal and external clients regarding project inquiries or department procedures/requirements; provide shipping, mailing, and courier support as needed.
• Internal Project Controls: Work with project managers to efficiently and accurately set up projects, ensure all initial requirements are met, maintain accurate project files throughout the life of projects, participate in development, maintenance, and implementation of business and administrative procedures, and develop, modify, and maintain all document and report templates.
• Contract Administration: Issue and track master contracts; create contract files, log and track all engagement letters/contracts including drafting and change management; manage contract lifecycle from project set‑up to archiving; prepare, organize, and coordinate files and information used in execution of client engagements; prepare and issue task orders in accordance with client contract and coordinated project manager; request and distribute current project‑specific Certificates of Insurance; process and track contracts, change orders and other project documentation; prepare and distribute project closeout documents.
• Fiscal Management: Monitor actual vs. budget expenses per contract and communicate discrepancies; assist with forecasting and project data tracking and verify fee forecast rates for accuracy; update budgets for client engagements; review and confirm invoices for payment in accordance with client contract.
• May include other duties as assigned.

Required Skills and Competencies

• Flexibility and strong prioritization skills, with ability to work in a matrixed environment responding to multiple stakeholders.
• Strong communication skills, able to listen, understand, respond, and convey complex information effectively to varying audiences.
• Solid organizational skills, including multitasking and time‑management.
• Team‑oriented approach with ability to work with different personalities and professional styles under pressure.
• Detail‑oriented with an emphasis on accuracy and quality.
• Ability to work effectively in both self‑directed and collaborative environments.
• Highly proficient in Microsoft Office Suite (Word, Excel, Outlook), Bluebeam Revu, Microsoft Project (or other scheduling software).

Education, Experience, and Certifications

• Associates or bachelor's degree or equivalent experience preferred.
• Previous experience in construction industry or equivalent preferred.
• Excellent interpersonal, organization, and communication skills.
• Experience maintaining executive calendars is required.
• Ability to record and distribute detailed meeting minutes, documenting discussions, decisions, and action items.
• High proficiency with Outlook, Word, and Excel required.
• Must be authorized to work in the United States for the duration of employment.

Work Environment

Day‑shift hours with flexibility if approved by manager; may require occasional early morning, evening, or weekend work as project needs dictate. Work is primarily in an office setting but includes general inside office conditions, occasional outdoor work at construction or building sites, and routine jobsite visits with varying conditions. Exposure to typical construction site hazards such as noise, vibration, heat, fumes, etc., may be required.

Physical Requirements

Must be able to travel to various project sites and/or office engagements. Intermittent unassisted sitting, walking, standing, bending, squatting, climbing, kneeling, twisting, stooping, crawling, pushing and lifting are required. Must be able to stand for prolonged periods (at least eight hours per day) and frequently lift or move light equipment up to 50 lb without assistance. Must be alert to equipment in the field, work near hazardous equipment and machinery, walk on uneven ground, operate in extreme temperatures or humidity, and potentially work at heights.

Other Requirements

• Valid state driver’s license with a clean driving record.
• Daily travel to and from construction sites, generally within 100 miles from the home office; short‑term and long‑term out‑of‑town assignments may be required with advance notice.
• May be required to work protracted and irregular hours to meet client needs, including nights, overtime, and weekends.
• Successful completion of background check (including SSN/SIN validation, education and employment verification, criminal background check, fingerprint verification, and/or drug test) is required for employment.

Benefits

• Medical insurance (including HSA and FSA options)
• Dental insurance
• Vision insurance
• Prescription drug coverage
• Telehealth benefits
• Life insurance (company‑paid)
• Short‑term disability (company‑paid)
• Long‑term disability (company‑paid)
• Employee Assistance Program (EAP)
• 401(k) with company match
• Vacation and paid holidays
• Paid Time Off (PTO)
• Financial wellness programs
• Pet insurance