Construction Project Administrator

Job Description

Job Description

Project Administrator – Endora Builders

Position Summary

The Project Administrator supports Project Managers by coordinating project documentation, scheduling, procurement, permitting, and client communications. This role ensures projects remain organized, on schedule, and properly documented from pre-construction through closeout.

Key Responsibilities

Project Administration

• Set up new projects and maintain project files.
• Organize contracts, change orders, RFIs, submittals, and meeting notes.
• Track project milestones and deadlines.
• Maintain drawing logs and revision history.
• Prepare weekly project status reports.

Permitting & Inspections

• Track permit status and inspection schedules.
• Coordinate with city agencies and inspectors.
• Maintain permit documentation.
• Follow up on corrections and approvals.

Procurement

• Track material selections and approvals.
• Prepare purchase orders.
• Coordinate deliveries with vendors.
• Monitor lead times and notify PMs of potential delays.

Financial Support

• Prepare subcontract agreements.
• Track change orders.
• Assist with progress billing.
• Collect vendor invoices.
• Monitor budget updates.

Scheduling

• Coordinate subcontractor schedules.
• Schedule deliveries and inspections.
• Maintain project calendars.
• Update look-ahead schedules.

Communication

• Prepare meeting agendas and minutes.
• Follow up on action items.
• Communicate with clients, architects, engineers, and subcontractors.
• Draft professional emails and project correspondence.

Project Closeout

• Assemble closeout packages.
• Track punch list completion.
• Collect warranties and manuals.
• Prepare final turnover documents.

Software Experience

Preferred:

• Procore
• Microsoft Office (Excel, Word, Outlook)
• Google Workspace
• Bluebeam Revu
• Adobe Acrobat
• QuickBooks (preferred)
• DocuSign

Qualifications

• 2–5 years in construction administration
• Strong organizational skills
• Excellent written and verbal communication
• Ability to manage multiple projects simultaneously
• Detail-oriented
• Knowledge of construction terminology and documentation
• Experience with residential and commercial construction preferred

Preferred Knowledge

• RFIs
• Submittals
• Change Orders
• Purchase Orders
• Building permits
• Inspection process
• Construction scheduling
• Reading architectural drawings

Key Performance Indicators (KPIs)

• Change Orders processed within 48 hours
• RFIs logged and tracked within 24 hours
• Material procurement completed before required dates
• Weekly project reports issued on time
• Zero missing project documentation
• Accurate permit and inspection tracking
• Timely invoice processing

Typical Daily Tasks

• Check project emails
• Update project schedules
• Track outstanding RFIs and submittals
• Follow up on vendors and material deliveries
• Coordinate inspections
• Prepare meeting minutes
• Update budgets and change order logs
• Assist Project Managers with client communication
• Organize project documentation

Ideal Candidate

Someone who is:

• Extremely organized
• Proactive rather than reactive
• Comfortable communicating with clients and subcontractors
• Able to prioritize multiple projects
• Calm under pressure
• Detail-focused without losing sight of project deadlines