Admin - Construction

Administrative Duties

• Review, process, and release construction draw payments for residential and commercial developments, ensuring all supporting documentation aligns with approved policies, procedures, budgets, and scheduled timelines.
• Liaise and coordinate with lending officers, clients, inspectors/appraisers, contractors, and title company representatives to ensure smooth handling of construction financing processes.
• Administer hazard insurance claims by examining contract documentation and regulating draw disbursements in line with approved cost estimates until project completion.
• Take part in evaluating budgets for new projects, collaborating with lending officers to address and clear pending conditions or financial concerns.
• Maintain and update records of approved contractors while fostering productive and professional working relationships.
• Track contractors and vendors subject to IRS reporting requirements to ensure timely and accurate preparation of 1099 documentation.
• Conduct periodic audits of project and financial files to verify completeness, accuracy, and proper record maintenance.
• Recommend and implement improvements to streamline administrative workflows and enhance operational efficiency.
• Perform other administrative responsibilities as assigned by management.
• Issue inquiries and requests for quotations or information to subcontractors, suppliers, and utility providers.
• Ensure all project-related documentation and correspondence are accurately recorded, processed, and electronically archived.
• Attend project meetings, prepare minutes, circulate action items, and follow up with clients and relevant stakeholders to ensure timely closure.
• Compile and organize project handover documentation and manuals for submission to clients.
• Log, monitor, and coordinate the rectification of snag lists and defects for newly completed properties.

Experience / Skill Set

• Solid understanding of general office administration practices and fundamental accounting principles.
• Advanced proficiency in computer applications, particularly Microsoft Office programs.
• Two to three years of administrative experience, preferably within the construction or related sector.
• Strong client service focus with clear and professional verbal and written communication skills.
• Ability to work independently, conduct research, and resolve issues efficiently.
• Demonstrated competence in professional telephone etiquette and email correspondence.
• Excellent organizational and time management skills with the capacity to prioritize tasks and meet deadlines effectively.

Job Types: Full-time, Permanent