Construction Administrative Coordinator

Job Description

Job Description

We are seeking a highly organized and detail-oriented Construction Administrative Coordinator to support the daily operations of our construction office. This role is responsible for administrative support, document organization, and coordination assistance to ensure efficient workflow across both office operations and active construction projects.

 

Key Responsibilities

Administrative & Office Support

• Manage incoming calls, emails, and general correspondence; route to appropriate team members.
• Prepare, format, and edit documents including reports, memos, and internal communications.
• Maintain an organized and efficient office environment.
• Monitor and replenish office supplies as needed.

Document Management & Organization

• Upload, file, and organize project documents, including contracts, subcontracts, insurance certificates, and compliance records.
• Maintain organized digital file structures within company systems (e.g., SharePoint).
• Assist in retrieving and compiling documentation for internal and project-related needs.

Coordination & Communication Support

• Assist with communication with subcontractors, vendors, and clients as directed by the Project Coordinator or Operations Manager.
• Draft, format, and distribute communications on behalf of the project team.
• Schedule and coordinate meetings, site visits, and internal team activities.
• Follow up on pending items, documentation, and approvals to support timely project flow.

Project Administrative Support

• Provide administrative support to Project Coordinator(s) and Project Managers.
• Assist with maintaining spreadsheets, logs, and internal tracking documents.
• Support preparation of project-related documentation and reports as directed.
• Assist with data entry and updates across internal systems and tracking tools.

Systems & Tools

• Utilize Microsoft Office Suite (Word, Excel, Outlook) and Adobe Acrobat.
• Support use of internal systems such as SharePoint, and ProjectSight (training provided if needed).

General Support

• Provide day-to-day administrative support to the Operations Manager.
• Assist with internal coordination and process organization.
• Perform additional administrative duties as assigned to support office and project needs.

Qualifications

• High school diploma or equivalent required (Associate’s or Bachelor’s degree preferred).
• Minimum of 1 year of administrative experience (construction or related field preferred).
• Proficiency in Microsoft Office Suite and Adobe Acrobat.
• Strong organizational, multitasking, and time management skills.
• Excellent written and verbal communication abilities.
• Ability to work in a fast-paced environment and follow direction effectively.
• Familiarity with construction terminology is a plus.
• Experience with QuickBooks, ProjectSight, or similar tools is a plus (training available).

Key Attributes

• Highly organized and detail-oriented
• Proactive with strong follow-through
• Strong team player with a positive attitude
• Reliable, punctual, and adaptable
• Able to manage multiple priorities and meet deadlines

Role Alignment

This role provides administrative and coordination support to both operations and the project team. While the position may assist with communication and follow-ups, responsibility for project execution, decision-making, and primary coordination remains with the Project Coordinator and Project Management team.