Construction Office Administrator

Job Duties

• Manage the application, tracking, and audit process for all necessary construction permits, including DOT and municipal right-of-way permits.
• Serve as the primary point of contact for securing complex railroad crossing permits, ensuring all insurance and safety requirements are met.
• Maintain a rigorous permit audit tracker to ensure all active permits are valid, properly displayed on-site, and closed out upon project completion.
• Upon SOW signature, review engineering prints and construction drawings to ensure alignment with project scope and permitting requirements.
• Cook up the collection and processing of "redline" documentation from the field; ensure all changes are accurately captured in the final project record.
• Maintain centralized project folders, ensuring all fiber splicing records, test results, and site photos are organized and accessible.
• Prepare client invoices, track billing against the SOW, and proactively identify when funding increases are required based on field Production.
• Verify and track subcontractor invoices against revenue records to ensure the integrity of operational margin.
• Prepare and distribute daily/weekly production reports to management, highlighting milestones achieved and potential bottlenecks.
• Act as a professional liaison between the company, clients, and local authorities to resolve issues regarding construction schedules or permit delays.
• Identify potential project risks (e.g., permit delays or print discrepancies) and work with the Fiber Construction Operations Manager to develop mitigation strategies.
• Ensure all project documentation adheres to company safety standards and regulatory compliance protocols.
• Troubleshoot homeowner complaints and schedule work order resolutions.

Qualifications

• Minimum of 1-3 years of experience in construction administrative office support.
• Ability to read and interpret Statements of Work (SOW).
• High proficiency in Microsoft Office Suite (Excel skills required) and Google Workspace.
• Experience with SAP or similar ERP/Project Management systems.
• Exceptional written and verbal communication skills with a "customer service" mindset toward internal and external stakeholders.
• Proven ability to manage complex tracking logs (permits, redlines, billing) with organization and compliance.
• Familiarity with DOT and/or Railroad permitting processes is highly preferred.
• Industry knowledge in Fiber-to-the-Home (FTTH) or OSP (Outside Plant) Construction.