Construction Office Administrator

Company Description Modern Contractors Inc. is a construction company committed to delivering reliable, high-quality building services for commercial and residential clients. The organization focuses on safety, efficiency, and clear communication at every stage of the construction process. Team members work closely together to ensure projects are completed on time, within budget, and to client specifications. Modern Contractors Inc. offers a professional environment where employees can develop their skills and contribute to successful construction projects.

Role Description The Construction Office Administrator is a full-time, on-site role based in Bedford, TX. This position supports daily office operations for construction projects, including managing documentation, organizing project files, and updating records in internal systems. The administrator coordinates communication between field teams, management, vendors, and clients, and assists with scheduling meetings, preparing reports, and processing invoices and purchase orders. Responsibilities also include answering phones, greeting visitors, maintaining office supplies and equipment, and ensuring that administrative workflows run smoothly.

The role requires consistent attention to detail, timely follow-up on tasks, and adherence to company policies and procedures.

Responsibilities

• Answer and route incoming phone calls
• Prepare and process incoming/outgoing mail
• Send contracts via Docu Sign and track responses through to completion
• Track subcontractor compliance documents, including W-9s and certificates of insurance
• Support active jobsites by ordering supplies, requesting dumpster swaps, and arranging temporary facilities (toilets, fencing, storage, etc.) for site setup
• Process and send checks via Quick Books Online following management approval
• Provide administrative support to the executive team
• Assist with preparing and submitting bid proposals
• Maintain basic organization of job folders and file structures

Qualifications

• Strong administrative assistance and office administration skills, including organizing records, managing calendars, and supporting project teams.
• Ability to operate and maintain office equipment such as printers, scanners, copiers, and basic office technology.
• Effective communication skills for interacting with colleagues, vendors, and clients, both in writing and verbally.
• Customer service skills to handle inquiries professionally, provide information, and support a positive experience for visitors and callers.
• Basic understanding of construction project documentation (e.g., contracts, work orders, change orders) is beneficial.
• Proficiency with office software (e.g., Microsoft Office or similar tools) and comfort learning new systems.
• Ability to work on-site in Bedford, TX, manage multiple priorities, and meet deadlines in a fast-paced environment.
• High school diploma or equivalent required; post-secondary education or prior experience in a construction or contracting office is a plus.
• Prior office administration experience; construction or contracting industry experience preferred
• Familiarity with Quick Books Online, Docu Sign (or willingness to learn quickly)
• Strong organizational skills and attention to detail
• Comfortable managing multiple priorities and deadlines
• Clear written and verbal communication skills
• Trustworthy with confidential financial and compliance information