Construction Administrative Coordinator / Construction Secretary

Department: Construction & Development
Reports To: Project Manager, Superintendent, Director of Construction
Employment Type: Full-Time
Work Location: On-Site Poughkeepsie, NY
Compensation: $45,000 – $55,000 annually, commensurate with experience

Position Overview

We are seeking a highly organized and detail-oriented Construction Administrative Coordinator (Construction Secretary) to support active construction and real estate development projects. This role is essential to the day-to-day success of our projects, providing administrative, documentation, and coordination support across both field and office teams.

The ideal candidate has prior exposure to construction or development environments, is comfortable managing multiple priorities, and takes pride in maintaining accurate records, clear communication, and compliance throughout all project phases.

Key Responsibilities

• Prepare, organize, and maintain construction documentation including permits, drawings, RFIs, submittals, change orders, contracts, and close-out files

• Support contractor onboarding, including insurance tracking, lien waivers, certifications, and compliance documentation

• Coordinate calendars, schedule site meetings, and prepare meeting agendas and minutes

• Draft, proofread, and distribute professional correspondence, notices, and internal communications

• Track purchase orders, invoices, delivery tickets, and budget-related documentation

• Maintain logs for inspections, daily reports, safety records, and regulatory compliance

• Serve as a liaison between field teams, vendors, consultants, property management, and corporate staff

• Organize bid packages, distribute bid requests, and assist with bid tracking and comparison

• Update spreadsheets, project schedules, trackers, and reporting dashboards

• Provide administrative support for ground-up construction, renovations, and multifamily development projects as needed

Qualifications & Skills

• Strong organizational skills with exceptional attention to detail

• Prior experience in construction, real estate development, property management, or a related administrative role preferred

• Familiarity with construction and project management platforms such as Procore, PlanGrid, Bluebeam, AppFolio, or similar systems

• Proficiency in Microsoft Office (Excel, Word, Outlook) or Google Workspace

• Excellent written and verbal communication skills

• Ability to manage multiple priorities, meet deadlines, and work effectively in a fast-paced environment

• Professional, dependable, and collaborative work style

Compensation & Benefits

• Annual salary range: $45,000 – $55,000, based on experience and qualifications

• Paid Time Off (PTO), including vacation and sick time

• Health insurance benefits, including medical coverage (with optional dental and vision, where applicable)

• Opportunities for professional growth and long-term advancement within a growing construction and development organization

Equal Employment Opportunity Statement

We are an Equal Opportunity Employer and are committed to creating an inclusive workplace. We consider all qualified applicants without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local laws.

Reasonable accommodations will be provided to individuals with disabilities throughout the hiring process, in accordance with New York State law.

How to Apply:
Qualified candidates are encouraged to submit a resume, cover letter salary requirements, and relevant project portfolio to:

Glenn A. La Mattina - glamattina@theoneillgroup.us