Construction Administration Coordinator

About the Role

TBA Studio is seeking an organized, detail-oriented Construction Administration Coordinator to support our architectural teams during the construction phase of projects. If you enjoy keeping projects organized, coordinating information between multiple stakeholders, and ensuring details don't fall through the cracks, this could be the perfect opportunity. This is an office-based role that serves as the administrative hub for our construction administration process. You'll work closely with Construction Administrators, Project Managers, architects, contractors, consultants, and clients to keep projects moving efficiently from construction through closeout.

Responsibilities

• Coordinate administrative activities throughout the construction phase of projects.
• Schedule construction meetings and prepare agendas, meeting minutes, and follow-up action items.
• Maintain project documentation, including RFIs, submittals, change order logs, field reports, and construction correspondence.
• Route documents for review and approval while maintaining organized project records.
• Track project action items and follow up on outstanding documentation.
• Coordinate communication between project teams, consultants, contractors, and clients.
• Assist with contractor pay applications, insurance certificates, bonds, and compliance documentation.
• Help monitor project reporting and administrative tracking.
• Coordinate project closeout by collecting warranties, operation and maintenance manuals, record drawings, and other required documentation.
• Assemble final closeout packages and ensure project files are complete and properly archived.
• Ensure project records are complete and archived in accordance with company standards.

Requirements

• 2-5 years of experience in construction administration support, project coordination, architectural administration, or a related administrative role.
• Experience organizing and maintaining construction documentation and project records.
• Proficiency with Microsoft Office (Word, Excel, Outlook, and Teams) and document management systems.
• Strong organizational, time management, and communication skills.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.

Qualifications

• Associate's degree in Construction Management, Business Administration, Architecture, or a related field (preferred).
• Experience supporting architectural, engineering, or construction project teams (preferred).
• Familiarity with AIA construction administration processes and documentation, including RFIs, submittals, change orders, and project closeout documentation (preferred).
• Experience working with project management or construction management software (ProCore, etc.) (preferred).

Benefits

• Health Insurance, Vision, Dental
• 401k Match
• 40 hour work week (Monday through Thursday, Half-day Friday)