Data Center Design and Construction Administrator

About the role

The Design and Construction Administrator will provide essential administrative support to the Datacenter Design and Construction Team, focusing on coordinating document management, internal reviews, regulatory compliance, platform administration, and performance reporting.

Responsibilities

• Document Coordination and Internal Reviews: Coordinate the preparation, review, and signing of project-related documents (e.g., contracts, change orders, RFIs, submittals) with internal groups, including legal, finance, and project teams. Track document workflows using Procore, ensuring timely approvals and maintaining version control. Facilitate communication between Construction Managers, Design Engineers, and internal stakeholders to resolve document-related issues.
• Permit and Jurisdictional Paperwork: Prepare, submit, and track paperwork for building permits, environmental approvals, and other jurisdictional requirements. Liaise with local authorities, regulatory agencies, and third-party consultants to ensure compliance with permitting processes. Maintain organized records of all permit-related documentation in Procore and Smartsheet.
• Process Flow Development: Design and implement process flows to optimize administrative tasks, such as document approval cycles, permit tracking, and stakeholder coordination. Collaborate with Construction Managers and Design Engineers to streamline workflows, reducing bottlenecks and improving project efficiency. Document and maintain standardized process flows in Smartsheet for team reference and training.
• Platform Administration: Administer Procore, including user access management, project setup, and configuration of workflows to support document control and reporting. Customize dashboards and templates in Procore and Smartsheet to align with project needs and team processes. Train team members on effective use of Procore, Smartsheet, and Bluebeam, ensuring consistent platform adoption.
• KPI Reporting: Develop and maintain KPI reports to monitor project performance metrics, such as schedule adherence, budget compliance, document approval turnaround times, and permit processing timelines. Use Procore and Smartsheet to collect data and generate visualizations or dashboards for Construction Managers, Design Engineers, and leadership. Analyze KPI trends and provide insights to support decision-making and process improvements.
• Administrative Project Support: Manage and update project schedules, budgets, and dashboards in Smartsheet to support Construction Managers and Design Engineers. Use Bluebeam to annotate and organize construction drawings and specifications for internal and external reviews. Maintain centralized filing systems and databases for project correspondence, contracts, and compliance records.
• Communication and Stakeholder Management: Act as a primary point of contact for internal teams and external stakeholders (e.g., vendors, subcontractors, regulatory bodies) regarding administrative processes. Schedule and coordinate meetings for document reviews, permit discussions, process flow planning, or KPI reviews, preparing agendas and tracking action items.
• Compliance and Record-Keeping: Ensure all project documentation complies with company policies, legal standards, and datacenter-specific regulations. Support audits by providing accurate and up-to-date records of permits, approvals, signed documents, and KPI reports.
• Process Optimization: Leverage Procore for document control, workflow automation, and reporting on administrative tasks and KPIs. Use Smartsheet to create dynamic trackers for document statuses, permit deadlines, review timelines, and performance metrics. Streamline markup and distribution of documents in Bluebeam to support efficient reviews.

Qualifications

• Bachelor’s degree in business administration, construction management, or a related field preferred, or equivalent experience.
• 2+ years of experience in project administration, preferably in construction, datacenter projects, or a highly regulated industry.
• Proficiency in Procore, Smartsheet, and Bluebeam is required.
• Experience in building process flows, administering project management platforms (particularly Procore), and generating KPI reports.
• Strong knowledge of Microsoft Office Suite (Excel, Word, PowerPoint) and document management systems.
• Familiarity with permitting processes and construction documentation.
• Exceptional organizational and multitasking abilities, with a keen eye for detail.
• Strong written and verbal communication skills for coordinating with diverse stakeholders.
• Ability to work independently and collaboratively in a team environment.
• Proactive problem-solving skills to address administrative, process, and reporting challenges.

Preferred Qualifications

• Experience with datacenter or mission-critical facility construction administration.
• Knowledge of regulatory compliance, permitting processes, contract management, or performance reporting in construction.