Administrative Coordinator

Location: Bath

Job Title:

Administrative Coordinator

Job Description

The Administrative Coordinator provides comprehensive administrative support to the project manager, enabling greater focus on building strong relationships with general contractors and job-site superintendents. By efficiently managing project documentation, billing processes, and coordination tasks, this role directly supports business growth and creates opportunities for professional development within the organization.

Responsibilities

+ Prepare and process job startup paperwork to ensure projects begin with accurate and complete documentation.

+ Complete job closeout paperwork and ensure all project records are properly finalized and archived.

+ Manage the submittal process, including preparing, tracking, and coordinating approvals for project-related documents.

+ Review invoices to confirm that equipment and materials were purchased at or below quoted prices, and flag discrepancies for follow-up.

+ Organize, maintain, and distribute project documents to internal team members and external partners as needed.

+ Manage project plans and revisions, ensuring that all stakeholders have access to the most current versions.

+ Update the backlog tracker on a weekly basis to provide accurate visibility into ongoing and upcoming work.

+ Draft, format, and type proposals and change orders based on project manager direction and project requirements.

+ Manage the billing process for assigned projects, including preparing, submitting, and tracking invoices.

+ Submit permits as needed for projects, ensuring timely approvals to support project schedules.

+ Obtain utility work orders for projects and coordinate documentation with relevant parties.

+ Conduct follow-up calls to request feedback on proposals and document responses for the project team.

+ Perform other administrative and project support duties as assigned by management to ensure smooth project execution.

Essential Skills

+ 3+ years of administrative experience, preferably within a general contractor, construction company, or mechanical contractor environment (such as HVAC, electrical, or plumbing).

+ Proficiency in Microsoft Office, with strong skills in Word and Excel for document preparation, data entry, and tracking.

+ Demonstrated experience in administrative support, including data entry, document management, and coordination tasks.

+ Ability to manage multiple tasks and deadlines while maintaining accuracy and attention to detail.

+ Strong written and verbal communication skills for preparing proposals, change orders, and professional correspondence.

+ Capability to review and verify invoice details against quoted prices and project requirements.

Additional

Skills & Qualifications

+

Experience with Bluebeam PDF software is a plus.

+ Experience supporting construction or mechanical project teams is highly beneficial.

+ Comfort working in a fast-paced, project-driven environment with evolving priorities.

+ Motivation to grow within the organization and take on additional responsibilities over time.

+ Contract-to-hire opportunity with room for growth down the line.

Work Environment

This role is based in an office environment and supports a project manager on a fully onsite basis. The schedule runs Monday through Friday from 7:00 a.m. to 4:00 p.m. The position involves frequent use of Microsoft Office (especially Word and Excel) and may include use of Bluebeam PDF software. The work focuses on administrative coordination for construction or mechanical projects, requiring consistent collaboration with internal teams and external partners.

Dress code is business casual.

Job Type & Location

This is a Contract to Hire position based out of Bath, PA.

Pay and Benefits

The pay range for this position is $22.00 - $32.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

- Medical, dental & vision
- Critical Illness, Accident, and Hospital - 401(k) Retirement Plan
- Pre-tax and Roth post-tax contributions available
- Life Insurance (Voluntary Life & AD&D for the…