Construction Administrator; CM-CA

Construction Administrator

ISI seeks a Construction Administrator to provide construction management administrative support for the Department of Veterans Affairs (VA) as part of the Electronic Health Record Modernization (EHRM) Infrastructure Upgrade at the Philadelphia VA Medical Center. This position will support the onsite CM team and VA COR with project documentation, correspondence, tracking, and coordination activities to ensure construction management processes run efficiently.

The Construction Administrator will organize, log, and process submittals, RFIs, change orders, and other construction documentation while assisting with reporting, meeting preparation, and data management. The ideal candidate brings strong administrative discipline, attention to detail, and familiarity with construction documentation and terminology in a healthcare or federal environment. Experience in healthcare projects/facilities is critical.

• Perform administrative and coordination support for the CM team, including correspondence, tracking, and reporting.
• Receive, review, and process incoming submittals, RFIs, and change order documentation, ensuring proper routing and timely response.
• Maintain and update logs, databases, and tracking systems for construction documentation using VA-approved platforms such as OpCenter.
• Prepare and distribute meeting minutes, agendas, and correspondence from notes or brief instructions; maintain records of actions and commitments.
• Assist with quality assurance recordkeeping, tracking deficiencies and close-out documentation.
• Support preparation and delivery of weekly and monthly progress reports summarizing construction activity, schedule status, and administrative updates.
• Coordinate Ball-in-Court tracking to ensure project stakeholders meet action deadlines.
• Manage and organize digital and physical project files, ensuring accessibility, completeness, and compliance with VA standards.
• Format, label, and transmit automated documents, data, and reports in prescribed formats.
• Track contract modifications, RFIs, material submittals, and correspondence logs.
• Support budget and purchasing documentation, tracking receipts and preparing required reports for submittal.
• Arrange meetings, conferences, and coordination sessions, including logistics, attendance lists, and agenda preparation.
• Provide administrative support to Project Manager, Engineers, and Government staff, ensuring efficient workflow and information control.

• Bachelor's degree from an accredited institution of higher learning; or a high school diploma/GED and at least 3 years of construction administration or documentation experience.
• Demonstrated experience supporting construction documentation workflows such as submittals, RFIs, meeting minutes, logs, or schedule tracking.
• Shall present three (3) projects of the scale and difficulty at which he/she held a similar position as part of the quote package.
• Proficiency in MS Office (Word, Excel, PowerPoint) and construction documentation tools (e.g., Procore, Bluebeam, or VA OpCenter).
• Ability to organize, track, and communicate project information in a structured and detail-oriented manner.
• Familiarity with construction terminology, QA/QC documentation, and project recordkeeping.
• Experience in healthcare projects/facilities is critical.
• Must be able to obtain and maintain a VA Public Trust clearance.

• Prior experience supporting VA, DOD, or other federal construction or medical center projects.
• Knowledge of VA Technical Information Library (TIL) standards and reporting formats.
• Familiarity with Ball-in-Court tracking, submittal workflows, and federal construction documentation procedures.
• Experience preparing official correspondence, briefings, and records for federal clients.

• This position is full-time and onsite at the Philadelphia VA Medical Center.
• Standard 40-hour work week, Monday–Friday, 8:00 a.m.–5:00 p.m.
• Work occurs primarily in an office environment but may require occasional site walks to review or deliver documentation.
• Must be able to lift up to 15 lbs. and remain in a stationary position for extended periods.