Construction Project and Office Coordinator

Project Administrator

Are you an organized and proactive professional who enjoys supporting both project teams and office operations? As a Project Administrator, you'll help keep construction projects on track by managing documentation, contracts, reporting, and communication while also ensuring a welcoming and efficient office environment. If you thrive in a fast-paced setting, enjoy collaborating with others, and take pride in keeping details organized, we'd love to hear from you.

Horizon Construction Group specializes in the development and construction of multi-family housing as well as master-planned multi-use neighborhoods. Since 1984, our commitment to outstanding performance and integrity, in every aspect of our business, has prevailed.

• Prepare and distribute meeting agendas and minutes.
• Finalize and send AIA Owner Contracts and exhibits through Docu Sign.
• File contract documents via CMiC and track project documentation.
• Update and publish changes to contract documents for subcontractors.
• Maintain updated plans and specifications, including construction bulletins, Architectural Supplements, and RFIs.
• Develop and update project directories and subcontractor lists.
• Issue subcontracts, purchase orders, and change orders, ensuring timely receipt/execution.
• Maintain submittals, RFIs, and drawing logs within project management software.
• Assemble and distribute monthly owner reports.
• Assist with procurement of project signage and prepare punch lists.
• Recommend workflow and process improvements.
• Prepare and distribute weekly project-specific reports and meeting minutes.
• Track and file all Field Superintendent paperwork for assigned projects.

• Assist and support staff and visitors, including greeting visitors and setting up conference rooms.
• Answer incoming office phones and direct appropriately.
• Prepare and submit monthly postage meter and copier reports.
• Order, receive, stock, and maintain inventory of office supplies.
• Sort and distribute incoming mail; prepare outgoing mail and overnight deliveries.
• Maintain cleanliness and organization of conference rooms, kitchen, and common areas.
• Coordinate new employee space setup and teardown for exiting employees.
• Initiate and monitor property maintenance issues and coordinate with the landlord as needed.
• Attend Shared Services team meetings to ensure smooth office operations.

• Receive guidance from your immediate supervisor daily/weekly.
• No formal direct reports.
• Informally direct or coach other team members as needed.

Education and Experience:

• Previous clerical, secretarial, or administrative experience required (5 years).
• Previous construction administrative experience preferred.
• Previous customer service experience required.
• Strong proficiency in data entry with attention to detail
• Ability to learn and adapt to multiple software programs
• Exceptional organizational skills with the ability to manage multiple tasks simultaneously

Skills:

• Proficient in Microsoft Word and Excel.
• Ability to type at a minimum speed of 45 wpm.
• Clear and effective communication skills, both verbal and written.
• Ability to handle multiple projects and meet critical deadlines.
• Ability to perform quality work within deadlines with or without direct supervision.
• Team player with a collaborative approach to assignments.
• Problem-solving skills and ability to maintain confidentiality.
• Adaptability to changes in the work environment and ability to manage competing demands.
• Consistent attendance and punctuality.
• A positive attitude, eagerness to learn, develop and grow as the company grows
• Accountability, honesty, trustworthiness, and hard work
• Ability to work under stress, interruptions, and tight deadlines.
• Strong written and verbal communication skills

Physical Demands and Work Environment:

• Regularly required to sit, stand, write, and operate a computer keyboard, standard office equipment, and telephone.
• Frequently required to move about and reach for items.
• Occasionally lift and/or move up to 25 pounds.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.