Construction Project Administrator

Job Details Job Title: Construction Project Administrator Req: 2026-0691 Location: VMC Main Campus Department: Construction Management Shift: Days Type: Full Time FTE: 1 Hours: Monday - Friday, 7:00 am - 3:30 pm City State: Renton, WA Category: Professional Salary Range: Min. $32.39 - Max. $46.96/hourly DOE Job Description JOB DESCRIPTION The position description is a guide to the critical duties and essential functions of the job, not an all-inclusive list of responsibilities, qualifications, physical demands, and work environment conditions. Position descriptions are reviewed and revised to meet the changing needs of the organization. TITLE: Construction Project Administrator JOB OVERVIEW: The Construction Project Administrator provides document control, procurement support, vendor management support, and regulatory compliance coordination across the department's construction project portfolio to ensure successful project development, management, and completion. The position also supports the department's operations by facilitating communication across projects, vendors, and outside agencies and participating in departmental policy and process updates. DEPARTMENT: Construction Management Department WORK HOURS: Typically, Monday - Friday, 7:00 am - 3:30 pm or as necessary to meet departmental needs. REPORTS TO: Director, Facilities Planning, Design and Construction Prerequisites A high school diploma and a minimum of four years of relevant experience in project administration, public works, document control, or a related field OR; An Associate Degree in a related field and a minimum of two years of relevant experience in project administration or construction support is required. Experience in facilities, healthcare construction, or a regulated construction environment preferred. Knowledge of construction project lifecycle, contract administration processes, and regulatory compliance documentation preferred. Experience with financial processing, purchase order management, and invoice tracking preferred. Proficiency with document management systems and project management platforms (e.g., Smartsheet, Bluebeam, or equivalent) preferred. Qualifications Able to work in a team setting and collaborate effectively with project team, contractors, vendors, and hospital departments. Expertise and experience with personal computers and software such as Outlook, Excel, Word, and document management platforms. Excellent written and verbal communication and customer relations skills in a diverse population. High attention to detail with strong commitment to accuracy in document control and financial record-keeping. Demonstrated ability to use effective judgment in prioritization and time allocation. Ability to set priorities, produce accurate work, and meet deadlines; ability to function in a setting with a wide variety of duties and numerous interruptions. Ability to work independently and in teams with good problem solving and organizational skills. Diligent, results-oriented work habits. Adept at conducting research into project-related issues and regulatory requirements. Unique Physical/Mental Demands, Environment And Working Conditions Regular and punctual attendance is a condition of employment. Physical requirements include having adequate vision and hearing to perform daily responsibilities. Being subject to considerable standing, sitting, stooping, kneeling and exposure to hazardous substances used in the course of work. Requires ability to maintain professional manner when dealing with employees and the public. Requires planning, organizing, and working on multiple tasks at one time. Driving to off-site locations may be required. Performance Responsibilities Generic Job Functions: See Generic Job Description for Administrative Partner Essential Responsibilities And Competencies Maintain the official project filing system and document control system (digital and physical), ensuring project documents are organized and version-controlled, as-built building information is accurately recorded and updated upon project completion, and all records remain accessible to the project team. Support cost center reporting within the system and coordinate with project team and finance staff to ensure data integrity across the portfolio. Manage and maintain project logs including submittals, RFIs, drawing registers, and document distribution records. Generate purchase requisitions and issue purchase orders in accordance with department procurement and approval procedures. Track purchase order balances, encumbrances, and budget expenditures across the active project portfolio; communicate purchase order status to Project Managers and vendors as needed. Coordinate new vendor onboarding with Accounts Payable, ensuring required documentation and account setup are completed prior to order placement. Process contractor and vendor invoices, route for appropriate approval, and coordinate with Accounts Payable to ensure timely and accurate payment; identify and communicate invoice discrepancies to vendors and Accounts Payable. Assist Project Managers with budget reconciliation and project cost reporting. Coordinate project closeout documentation including O&M manuals, warranties, training records, and record drawings; facilitate release of contractor retention at project closeout with Project Managers and authorities having jurisdiction. Assist with coordination of team document reviews and maintain version control across all project phases. Receive contractor bids, participate in public bid openings, assist with review of bidder qualifications, and manage all project bid documentation. Distribute and track contract documents, addenda, bulletins, and contract modifications to all appropriate parties. Perform contractor background checks and maintain contractor compliance records. Maintain payment application logs and track lien waiver collection from contractors and subcontractors. Assist with the preparation and submission of permit applications, regulatory filings, and agency correspondence; track submittal status and maintain associated records. Maintain current certificates of insurance, contractor license verifications, and other compliance documentation required by contract or regulation. Support coordination of inspections with jurisdictions, utilities, and regulatory agencies as directed; maintain inspection records and track outstanding items to keep the project team informed. Assist project team with the preparation and assembly of Joint Commission, DOH, PCRA, ICRA, ILSM, and other healthcare-specific compliance documentation as required by project scope and regulatory requirements. Maintain project contact directories, distribution lists, and meeting calendars for the Construction Management Department. Attend project and departmental meetings; prepare and distribute meeting minutes and track action items to closure. Support project team with correspondence drafting, presentation preparation, and scheduling. Assist with identifying potential bottlenecks in processes and work with the project management team to resolve issues. Support Construction Project Coordinator position as backup as assigned. Perform other duties as assigned. Date Created: 7/26 Grade: NC-07 FLSA: NE Cost Center: 8433 Qualifications Job Qualifications Able to work in a team setting and collaborate effectively with project team, contractors, vendors, and hospital departments. Expertise and experience with personal computers and software such as Outlook, Excel, Word, and document management platforms. Excellent written and verbal communication and customer relations skills in a diverse population. High attention to detail with strong commitment to accuracy in document control and financial record-keeping. Demonstrated ability to use effective judgment in prioritization and time allocation. Ability to set priorities, produce accurate work, and meet deadlines; ability to function in a setting with a wide variety of duties and numerous interruptions. Ability to work independently and in teams with good problem solving and organizational skills. Diligent, results-oriented work habits. Adept at conducting research into project-related issues and regulatory requirements. #J-18808-Ljbffr