construction administrator

JD GLASS

Job Overview We are seeking a dynamic and highly organized Onsite Construction Administrator/Executive Assistant to join our team. This pivotal role combines administrative excellence with on-the-ground support for construction projects, ensuring seamless coordination, efficient office management, and effective project execution. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional multitasking abilities, proactive communication skills, and a passion for supporting construction operations from the ground up. This paid position offers an exciting opportunity to be at the heart of construction site activities while providing vital administrative support to ensure project success.Responsibilities<ul><li>Provide comprehensive onsite administrative support to construction teams, project managers, and executives to facilitate smooth daily operations.</li><li>Manage and coordinate project schedules.</li><li>Assist with event planning for project meetings, site visits, and stakeholder engagements, including logistics and material preparation.</li><li>Oversee office management duties such as filing, data entry, document proofreading, transcription, and maintaining organized project files.</li><li>Handle communication via multi-line phone systems with professionalism and courtesy, ensuring clear and effective information flow.</li><li>Perform clerical duties including typing correspondence, managing front desk responsibilities, and maintaining organized filing systems.</li><li>Ensure accurate data entry into project management software and maintain detailed records of all onsite activities and communications.</li><li>Provide excellent customer service by addressing inquiries from vendors, contractors, clients, and team members promptly and professionally.</li></ul>Requirements<ul><li>Proven experience in office management or administrative support roles within a construction or project-driven environment.</li><li>Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced setting.</li><li>Excellent communication skills with professional phone etiquette and interpersonal abilities.</li><li>Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace (Docs, Sheets).</li><li>Skilled in data entry, proofreading, transcription, filing systems, and general clerical tasks.</li><li>Knowledge of project coordination processes including scheduling, document management, and deadline tracking.</li><li>Ability to handle multiple responsibilities simultaneously while maintaining attention to detail.</li><li>Prior experience as a personal or executive assistant is preferred; experience supporting onsite construction teams is a plus.</li><li>Familiarity with multi-line phone systems and office technology such as DocuSign is advantageous. Join us in this energetic role where your organizational talents will directly contribute to the success of our construction projects! We value proactive individuals who are eager to support our team&rsquo;s growth while enjoying a collaborative work environment built on professionalism and enthusiasm.</li></ul>Disclaimer: Contacting the firm or its relevant personnel outside of this platform will result in disqualification from the job consideration processPay: $18.00 - $25.00 per hourWork Location: In person

Onsite construction administrator/executive assistant

HVAC Inc.

Senior Construction Project Administrator &ndash; Public Works HVACLocation: Deer Park, NY (Long Island) Position Type: Full-Time | In-Office Salary: $75,000 &ndash; $110,000 (commensurate with experience)About UsWe are an established union HVAC/mechanical prime contractor specializing in public works construction projects throughout Long Island and the surrounding region. Our projects involve complex subcontract administration, insurance compliance, bonding requirements, and public agency documentation.We are seeking an experienced Senior Construction Project Administrator to support multiple active public works projects.ImportantThis role requires prior construction administration experience. Candidates without direct experience in AIA billing, subcontract administration, and construction insurance compliance will not be considered.Position OverviewThe Senior Construction Project Administrator supports project managers and accounting staff by managing subcontract issuance, purchase orders, AIA billing coordination, insurance compliance, bonding documentation, and public works reporting requirements.Experience supporting mechanical, HVAC, plumbing, or union trade contractors is strongly preferred.Key ResponsibilitiesSubcontract &amp; Vendor Administration<ul><li>Draft, issue, and track construction subcontracts</li><li>Prepare and issue purchase orders for subcontractors and material vendors</li><li>Issue purchase orders for major mechanical equipment (RTUs, boilers, chillers, pumps, ductwork, controls, etc.)</li><li>Maintain subcontract logs, change order logs, and execution tracking</li><li>Collect W-9s and subcontractor compliance documentation</li></ul>Billing &amp; Project Accounting Support<ul><li>Prepare and process AIA G702/G703 payment applications</li><li>Maintain Schedule of Values and change order integration</li><li>Track lien waivers and releases</li><li>Assist with billing coordination and receivables tracking</li></ul>Public Works Compliance<ul><li>Assist with certified payroll and prevailing wage documentation</li><li>Maintain organized compliance and audit-ready project files</li><li>Coordinate project startup and closeout documentation</li></ul>Insurance &amp; Risk Management<ul><li>Oversee all project-related insurance requirements</li><li>Review and verify Certificates of Insurance (COIs) and endorsements</li><li>Ensure compliance with:</li><li>Owner Controlled Programs (OCP)</li><li>Builder&rsquo;s Risk policies</li><li>General Liability (GL)</li><li>Umbrella/Excess coverage</li><li>Workers&rsquo; Compensation</li><li>Confirm additional insured status, waiver of subrogation, and primary/non-contributory language</li><li>Monitor insurance expirations and maintain compliance logs</li><li>Coordinate with brokers and bonding agents</li></ul>Bonding Administration<ul><li>Prepare and coordinate bid, performance, and payment bond requests</li><li>Maintain bonding documentation logs</li></ul>Required Qualifications<ul><li>Minimum 5 years construction administrative experience</li><li>Experience working for a general contractor or prime contractor</li><li>Direct experience with:</li><li>AIA billing (G702/G703)</li><li>Subcontract drafting/issuance</li><li>Purchase order administration</li><li>Construction insurance compliance</li><li>Strong understanding of public works documentation preferred</li><li>Proficiency in Microsoft Excel and Word</li><li>Ability to support multiple active projects simultaneously</li></ul>Preferred Qualifications<ul><li>Union contractor experience</li><li>HVAC/mechanical contracting experience</li><li>Certified payroll familiarity</li><li>Experience with construction software (Procore, Sage, Viewpoint, Foundation, CMiC, etc.)</li></ul>Required Screening Questions<ul><li>Describe your experience preparing AIA G702/G703 payment applications.</li><li>Have you drafted or issued construction subcontracts?</li><li>What public works projects have you supported?</li><li>What do you verify when reviewing a Certificate of Insurance?</li><li>Describe your experience issuing and tracking purchase orders.</li><li>How many active construction projects did you support at one time?</li></ul>Stable long-term opportunity with established union contractor.Please submit resume detailing relevant construction administration experience.Job Type: Full-timePay: $75,000.00 - $110,000.00 per yearBenefits:<ul><li>Health insurance</li><li>Paid time off</li></ul>Work Location: In person

Senior Construction Project Administrator – Public Works HVAC

Gill Smart HR Consultancy

Job Title: Contract Administrator &ndash; Civil (Main Contracting Company) Location: Dubai, UAE Salary Range: AED 12,000 &ndash; AED 18,000 per monthJob Description: A leading Main Contracting Company in Dubai is seeking an experienced Contract Administrator with strong experience in high-rise building projects. The ideal candidate will be responsible for managing contractual matters, ensuring compliance with project requirements, and supporting the commercial and project teams throughout the project lifecycle.Key Responsibilities:<ul><li>Prepare and review contract documents, letters of intent, and subcontracts to ensure they align with the Main Contract and company risk policies.</li><li>Maintain a meticulous &quot;Contractual Correspondence Log.&quot; In the UAE, a missing notice can result in a complete loss of entitlement.</li><li>Assist in the preparation of Extension of Time (EOT) and Prolongation Cost claims, working closely with the Planning and Quantity Surveying teams</li><li>Coordinate with Operation, Procurement, and Finance teams</li><li>Track the validity of Performance Bonds, Advance Payment Guarantees, and All-Risks Insurance policies</li><li>Maintain accurate records and reporting to the commercial management department.</li></ul>Requirements:<ul><li>B.Tech / B.E in Civil Engineering or related field</li><li>5 to 8 years of experience as a Contract Administrator in a Construction Company.</li><li>Strong knowledge of construction contracts forms , fidic.</li><li>Excellent communication and negotiation skills.</li><li>UAE Experience is Mandatory</li></ul>Benefits:<ul><li>Competitive salary package</li><li>Career growth opportunities</li><li>Company benefits as per UAE Labour Law</li></ul>How to Apply: Interested candidates meeting the above criteria may apply through Indeed with updated CV.Job Types: Full-time, PermanentPay: AED12,000.00 - AED18,000.00 per month

Contract Administrator- Civil Construction

Mindwhiz

Job Title: Construction Admin (US Projects)Location: Onsite &ndash; Lahore, Pakistan Working Hours:<ul><li>Summer: 6:00 PM to 3:00 AM</li><li>Winter: 7:00 PM to 4:00 AM</li></ul>Salary: Up to PKR 250,000 Employment Type: Full-timeJob SummaryMindwhiz is seeking a Construction Administrator based in Pakistan to support our ongoing construction projects in the United States. This role focuses on construction administration and procurement support, including documentation management, purchasing coordination, vendor communication, and support for US compliance and tax-related documentation.The ideal candidate is detail-oriented, organized, and experienced in supporting US construction teams remotely.Key Responsibilities:<ul><li>Manage and maintain digital project documentation, contracts, and compliance records</li><li>Prepare purchase orders and track material orders and deliveries</li><li>Collect, review, and organize vendor quotes, invoices, and lien waivers</li><li>Coordinate with US-based vendors, project managers, and internal teams</li><li>Support invoice processing and procurement tracking in coordination with accounting</li><li>Maintain vendor records, cost codes, and standardized templates</li><li>Support construction management software and digital workflows (e.g., Procore, Buildertrend)</li></ul>Requirements:<ul><li>3&ndash;5 years experience in construction administration or procurement</li><li>Experience supporting USA-based construction projects</li><li>Familiarity with US construction documentation and basic tax-related requirements</li><li>Experience with Procore or similar construction management software</li><li>Strong skills in Excel / Google Sheets for procurement and tracking</li><li>Exposure to QuickBooks, Sage, Xero, or similar accounting systems (support level)</li><li>Experience managing contracts, lien waivers, W-9s, and vendor documents</li><li>Strong English communication skills</li></ul>Preferred<ul><li>Experience working remotely with US construction or real estate companies</li><li>Familiarity with DocuSign or Adobe Sign</li><li>Ability to coordinate across time zones and multiple projects</li></ul>Why Join Us<ul><li>Opportunity to work on active US construction projects from Pakistan</li><li>Exposure to US construction processes and standards</li><li>Stable, long-term role with growth potential</li></ul>Job Type: Full-timePay: Up to Rs250,000.00 per monthWork Location: In person

Construction Admin (US Projects)

Western States Contracting, Inc.

Looking to hire a Construction Assistant Administrator. Proficiency in computer applications including Excel and Word, time management skills &ndash; organizing, prioritizing, excellent attention to detail required. Construction background prefer to work on cost proposals. Must be Bilingual in Spanish.Responsibilities and skill requirements:- Prepare excel spreadsheets for daily tracking equipment, schedules and timecards for time &amp; attendance.- Prepare excel spread sheets for cost basic proposals.- Professional verbal and written communication skills, bilingual in Spanish.- Previous experience in construction a plus or the willingness to learn the industry.- Ability to pay attention to detail and to work quickly and effectively in a fast-paced environment with exceptional follow up skills- Establishes priorities and a course of action for handling multiple tasks.- Excellent computer and software skills and ability to learn more.- Operates office equipment; printers, phones, copiers, faxes, etc.- Time Management and Organization Skills- Ability to work in a team environment and interact well with Superintendents, Foremen, Crews and office staff.- Develops and monitors project quality, safety and risk management plansJob Type: Full-timePay: From $16.00 per hourBenefits:<ul><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Experience:<ul><li>Microsoft Excel: 1 year (Preferred)</li></ul>Work Location: In person

Office Admin

NVR, Inc

<div><div>As a Production Administrator at Ryan Homes, a brand of NVR, you will impact the lives of our customers while working in an environment of respect, empowerment, and professional development.
Your administrative support, organizational skills, and attention to detail will be a valuable addition to our homebuilding division office. You will coordinate between various members of our division team and be a true asset to help keep the wheels of &quot;new construction homebuilding&quot; running smoothly.
Primary Responsibilities<ul><li>
Accurate data entry for new home options and contracts</li><li>
Track and monitor the progress of a sale through the new construction pipeline</li><li>
Daily communication with internal sales staff, project management staff and division management team</li><li>
Maintain effective working relationships with subcontracting vendors</li><li>
Oversee field checks, invoicing, and accounts payable processes for new starts</li><li>
Monitor vendor insurance, contractor agreements, and scheduling</li><li>
Schedule settlement dates with and communicate updates to customers</li><li>
Prepare settlement documentation and coordinate with lenders, attorneys and title companies</li><li>
Gain exposure to administrative needs for the construction side of our business
</li></ul>Qualifications<ul><li>
Excellent planning and organizational skills</li><li>
Self-directed with excellent communication skills</li><li>
Proficient with Microsoft Office suite (Excel, Word, Outlook)</li><li>
Familiarity with accounting cycles preferred</li><li>
Experience within the homebuilding industry is a plus.</li></ul>
Life at NVR
As the parent company of Ryan Homes, NVHomes and Heartland Homes, NVR is committed to your success and we will give you the tools, training, and industry knowledge you need to excel and thrive. Our management team is tenured and talented, nearly 80% of them promoted from within, so you will have mentors who can share their knowledge, and provide career guidance and encouragement.
NVR offers traditional benefits, among the best in the industry. In addition, we offer all employees stock ownership through a profit sharing trust as part of our retirement savings package. NVR has had the highest Earnings Per Share growth rate in the homebuilding industry for the past 10 years, so as we grow financially, so do you!
View more about our exceptional culture and comprehensive benefits at https://www.nvrcareers.com/ .
We are an Equal Opportunity Employer. 
Drug Testing and Credit Check are required. 
Applicants must be legally entitled to work in the United States, as NVR does not provide visa sponsorship.</div></div>

Production Administrator

Robins & Morton

<div></div><div><div><div><div>Assistant Project Administrator</div> 
</div> 
<div><div><div><div><div>Job Code:</div><div> 2026-AL-009</div>
</div> 
<div><div>Location:</div><div> Birmingham, AL</div> 
</div> 
 
</div></div></div> 
<div></div><div><div>The desire to pursue a career in construction may have been planted in your heart early, passed down from generations or seeded by an early fascination with the building process. There may have been the realization that construction aligns with your skills and interests. Or maybe it happened later, when you saw an opportunity to take your career in a new direction. 

 
You want to be part of a team that shares this passion and sense of purpose&mdash;a team that works collaboratively, respecting and listening to each other and treating each other like family. You want opportunities to grow, and you care about work-life balance. You want to know that the company you work for is ethical and responsible. 

 
We know you can work for any company, but if you want a career with a company that&rsquo;s been named a Best Place to Work, is Building With Purpose&reg;, cares about others, and allows you to be true to yourself, your calling, your passion and your values&mdash;come build something great with us. Be a True Builder&reg;. 

 
The Assistant Project Administrator provides exceptional support to a division and its manager(s). This position processes administrative items, organizes company activities, handles projects and much more. 
 
YOUR DAY-TO-DAY: (Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.)
<ul> <li>Assist salary and hourly team members with payroll system hh2, including joining groups and time entry as needed</li>
<li>Assist with hourly and salary team member transfers, completing transfer forms, Project Personal Assignments (PPAs) and documentation</li>
 <li>Complete wage authorization forms for hourly employees and route for approvals, submit to payroll</li>
<li>Assist all new hires with I9 paperwork and project and division orientation &ndash; including all relocation expense reports, equipment needs, and providing direction to policies/procedures, other information as needed.</li>
<li>Assist with arrangements for sales outings, conferences, and other related events and aid in preparation of sales packets for distribution, materials for sales conferences</li>
 <li>Schedule, invite attendees and arrange for various project meetings &ndash; kick-off, schedule development, etc.</li>
<li>Verify contractor and business license in place prior to project commencement</li>
<li>Provide assistance creating subcontracts, purchase orders and change orders in Procore as needed</li>
<li>Route all trade partner, purchase orders, and change orders through Procore/DocuSign</li>
<li>Provide assistance to subcontractors and vendors regarding bonds, Textura, myCOI, and TradeTapp systems to ensure all remain compliant</li>
<li>Assist with tracking and communications to trade partners on myCOI (electronic insurance processing system) insurance compliance throughout</li>
 <li>Provide assistance in the preparation of reports and other materials for monthly OAC Meetings</li>
<li>Assist in the administration of Submittal &amp; Material Status logs and follow up on shop drawings, submittals, samples, material delivery status, etc. that are due according to prepared Submittal Register in Procore.</li>
</ul>WHAT YOU BRING TO THE TEAM: (Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job) 
 
 <li>High School Diploma (or GED or High School Equivalence Certificate) required. Associates Degree or higher education preferred.</li> 
 <li>Three (3) years&rsquo; experience as an administrative assistant, project coordinator or similar, preferably construction experience.</li> 
 <li>Ability to read and speak English.</li> 
 <li>Proficient in all Microsoft Office programs.</li> 
 <li>Experience with Procore, Textura and any other project management software is beneficial. If not, must possess core competency to quickly learn new programs and applications.</li> 
 <li>Notary Public Commission preferred.</li> 
 
Robins &amp; Morton is a privately held construction firm based in Birmingham, Alabama, with offices in Charlotte, Dallas, Huntsville, Miami, Nashville, Orlando, San Antonio, Tampa and Raleigh-Durham. The firm specializes in the construction of healthcare, hospitality, higher education, entertainment, sports and government buildings. Since 1946, the firm has built a reputation as a trusted advisor to clients nationwide by cultivating a high-performing team that values integrity, safety, and innovative thinking. Robins &amp; Morton is consistently ranked as one of the top 100 contractors in the United States, and one of the top 15 in the Southeast.</div></div></div></div>

Assistant Project Administrator

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