Senior Construction Project Administrator – Public Works HVAC

Senior Construction Project Administrator – Public Works HVAC

Location: Deer Park, NY (Long Island)
Position Type: Full-Time | In-Office
Salary: $75,000 – $110,000 (commensurate with experience)

About Us

We 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.

Important

This role requires prior construction administration experience. Candidates without direct experience in AIA billing, subcontract administration, and construction insurance compliance will not be considered.

Position Overview

The 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 & Vendor Administration

• Draft, issue, and track construction subcontracts
• Prepare and issue purchase orders for subcontractors and material vendors
• Issue purchase orders for major mechanical equipment (RTUs, boilers, chillers, pumps, ductwork, controls, etc.)
• Maintain subcontract logs, change order logs, and execution tracking
• Collect W-9s and subcontractor compliance documentation

Billing & Project Accounting Support

• Prepare and process AIA G702/G703 payment applications
• Maintain Schedule of Values and change order integration
• Track lien waivers and releases
• Assist with billing coordination and receivables tracking

Public Works Compliance

• Assist with certified payroll and prevailing wage documentation
• Maintain organized compliance and audit-ready project files
• Coordinate project startup and closeout documentation

Insurance & Risk Management

• Oversee all project-related insurance requirements
• Review and verify Certificates of Insurance (COIs) and endorsements
• Ensure compliance with:
• Owner Controlled Programs (OCP)
• Builder’s Risk policies
• General Liability (GL)
• Umbrella/Excess coverage
• Workers’ Compensation
• Confirm additional insured status, waiver of subrogation, and primary/non-contributory language
• Monitor insurance expirations and maintain compliance logs
• Coordinate with brokers and bonding agents

Bonding Administration

• Prepare and coordinate bid, performance, and payment bond requests
• Maintain bonding documentation logs

Required Qualifications

• Minimum 5 years construction administrative experience
• Experience working for a general contractor or prime contractor
• Direct experience with:
• AIA billing (G702/G703)
• Subcontract drafting/issuance
• Purchase order administration
• Construction insurance compliance
• Strong understanding of public works documentation preferred
• Proficiency in Microsoft Excel and Word
• Ability to support multiple active projects simultaneously

Preferred Qualifications

• Union contractor experience
• HVAC/mechanical contracting experience
• Certified payroll familiarity
• Experience with construction software (Procore, Sage, Viewpoint, Foundation, CMiC, etc.)

Required Screening Questions

• Describe your experience preparing AIA G702/G703 payment applications.
• Have you drafted or issued construction subcontracts?
• What public works projects have you supported?
• What do you verify when reviewing a Certificate of Insurance?
• Describe your experience issuing and tracking purchase orders.
• How many active construction projects did you support at one time?

Stable long-term opportunity with established union contractor.

Please submit resume detailing relevant construction administration experience.

Job Type: Full-time

Pay: $75,000.00 - $110,000.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: In person