Job Description
Construction Administrative Coordinator Manages project documentation (contracts, permits, change orders, reports):Excellent understanding of Construction Compliance.Be able to organize and maintain project files, ensuring documents such as contracts, permits, and change orders are accurate and compliant.Coordinates communication between project managers, contractors, and clients:Act as a central communication hub--facilitating updates, distributing information, and helping resolve issues across stakeholders.Tracks project schedules and budgets:Help monitor timelines, deadlines, and project costs, supporting managers in staying on schedule and within budget.Audit statements for accuracy, confirm authorized use, identify irregularities, and report any unauthorized activity.ment systems, including organizing annual billing folders in shared platforms and managing billing-related documents (insurance, tax forms, warranty documents, lien waivers, etc.) within the ERP.Handles administrative office tasks (filing, correspondence, scheduling):Being able to work within AIA billing and SOVs Responsibilities also include maintaining filing systems, preparing correspondence, organizing digital and physical records, and scheduling meetings.Supports procurement and vendor coordination:track material orders, manage vendor communication, and ensure timely delivery of materials and services.Administer fuel card programs (e.g., gas cards), ensuring correct project cost allocation.OTHER ASSIGNMENTS OR TASKS THAT MAY BE A PART OF THE ROLE ON A REGULAR BASIS.HR Responsibilities Manage employee benefits, including enrollment, distribution of benefit packages, and verification of benefit deductions in accordance with employee elections.Oversee new hire processing, including onboarding documentation, maintaining accurate employee files, and performing routine updates to existing employee information.Audit supplemental employee platforms to ensure accuracy and consistency of employee data.Reconcile weekly employee hours for payroll; confirm reported hours, secure overtime approvals from project managers, and submit verified hours for payroll processing.Coordinate temporary labor subcontractors:track and verify weekly hours with project foremen, audit all subcontractor invoices, obtain required approvals, and process for payment.Create and maintain supplemental platforms for additional subcontractors as needed throughout projects.Manage EZ Pass usage and statements; monitor for unusual activity, investigate discrepancies, and report any unauthorized use.Accounting Responsibilities Verify and confirm office utility accounts and usage, including gas, electric, alarm systems, and communication services.Support ongoing project billing by requesting, tracking, and submitting required lien waivers and supplemental documents.Maintain up-to-date status of all open lien waivers and assist with closing outstanding items from previous periods.Process Certificate of Insurance (COI) requests for new projects and ensure compliance by tracking expiration dates for both company and vendor certificates.Note:Responsibilities may evolve over time as organizational needs shift.Additional tasks may be assigned at management's discretion.#GRP2 Equal Opportunity Employer/Veterans/Disabled Benefit offerings include medical, dental, vision, term life insurance, short-term disability insurance, additional voluntary benefits, commuter benefits and 401K plan.Our program provides employees the flexibility to choose the type of coverage that meets their individual needs.Available paid leave may include Paid Sick Leave, where required by law; any other paid leave required by Federal, State or local law; and Holiday pay upon meeting eligibility criteria.Disclaimer:These benefit offerings do not apply to client-recruited jobs and jobs which are direct hire to a client To read our Candidate Privacy Information Statement, which explains how we will use your information, please visit https://www.entegee.com/candidate-privacy-information-statement/ The Company will consider qualified applicants with arrest and conviction records.Pay:$60,000.00 - $80,000.00 per year Experience:admin in Construction:1 year (Required) AIA contract:1 year (Preferred) Schedule of Values:1 year (Preferred) Work Location:In person.