Senior Construction Admin

Job Title:

Senior Construction Admin

Job Description

The Senior Construction Admin provides comprehensive administrative support for large wastewater treatment plant construction projects, ensuring accurate and timely management of project documentation, contract compliance, procurement activities, and business development initiatives. This role serves as a key liaison between project managers, field personnel, subcontractors, clients, vendors, and corporate departments, supporting construction operations from project setup through closeout while maintaining high standards of organization, communication, and document control.

Responsibilities

+ Assist project managers with project setup, ongoing maintenance, and closeout activities for large construction projects.

+ Maintain organized and compliant project files in accordance with company document retention standards.

+ Prepare and track subcontracts, purchase orders, change orders, and project correspondence to ensure accuracy and timely processing.

+ Monitor contract requirements, deliverables, and compliance deadlines, and proactively follow up on outstanding items.

+ Assist with the preparation and distribution of project reports, meeting minutes, project logs, and other key documentation.

+ Coordinate project closeout documentation, including warranties, operation and maintenance manuals, and final releases.

+ Manage both electronic and hard-copy project documentation to ensure accessibility and completeness.

+ Maintain document control systems, including SharePoint and network project directories, in an organized and consistent manner.

+ Track incoming and outgoing project correspondence to maintain a clear record of communications.

+ Coordinate the distribution and filing of RFIs, submittals, drawing revisions, and other project records.

+ Ensure document accuracy, version control, and proper archiving procedures throughout the project lifecycle.

+ Collect and review certificates of insurance, bonds, licenses, and other compliance documentation from subcontractors and vendors.

+ Track subcontractor prequalification requirements and maintain up-to-date records.

+ Assist with contract administration and compliance reporting, including documentation for public-sector projects when applicable.

+ Monitor insurance expiration dates and renewal requirements to ensure continuous coverage.

+ Support certified payroll processing, public records requests, and governmental compliance requirements when applicable.

+ Coordinate vendor and subcontractor onboarding, ensuring all required documentation is complete and accurate.

+ Assist with bid solicitations and proposal-related subcontractor and supplier documentation.

+ Maintain vendor databases and qualification records to support procurement and project administration.

+ Support procurement activities and purchase order processing in alignment with project needs and timelines.

+ Assist with construction proposal preparation and submission, ensuring all required information is gathered and formatted correctly.

+ Maintain project qualification data and project experience records for use in proposals and marketing materials.

+ Coordinate collection of resumes, project descriptions, safety information, and references for proposal and business development efforts.

+ Support marketing initiatives and business development activities, including maintaining project award and client databases.

+ Provide administrative support to Senior leadership and project teams, including executives and project managers.

+ Prepare professional correspondence, reports, and presentations for internal and external stakeholders.

+ Schedule meetings and coordinate travel arrangements as needed for project and executive staff.

+ Assist with onboarding and training materials for new team members and support staff.

+ Support special projects and company initiatives as assigned, contributing administrative expertise and coordination.

+ Perform data entry and maintain accurate administrative records related to construction administration, project coordination, and payroll support.

Essential Skills

+ Associate's degree or equivalent experience in a related field.

+ Minimum of 5 years of experience in construction, engineering, contractor, or project administration environments.

+ Strong understanding of construction documentation, processes, and project administration workflows.

+ Advanced skills in Microsoft Office, including Excel, Word, Outlook, Teams, and SharePoint.

+ Demonstrated…