Construction Project Administrator-AIA Experience

Job Description

Job Description

Position Summary

The Construction Project Administrator is responsible for managing and coordinating project documentation throughout all phases of construction. This position plays a critical role in preparing, administering, and maintaining AIA contracts, change orders, project records, compliance documentation, and communication between project teams, subcontractors, clients, and vendors. The ideal candidate is highly organized, detail-oriented, and experienced in construction administration processes and industry-standard documentation.

Essential Duties and Responsibilities

Contract Administration

• Prepare, review, distribute, and maintain AIA contract documents. Ensure Accuracy, include change orders
• Assist in the execution and tracking of owner, contractor, subcontractor, and consultant agreements using electronic signature software.
• Monitor contract compliance and ensure all required documentation is properly executed and filed.

Project Documentation

• Organize and maintain project files, both electronic and hard copy.
• Manage submittals, Requests for Information (RFIs), change orders, and project correspondence.
• Track project documentation deadlines and ensure timely processing.
• Assist with project closeout documentation, including warranties, as-built drawings, and operation manuals.

Compliance & Reporting

• Ensure projects comply with company policies, contractual obligations, and regulatory requirements.
• Maintain certificates of insurance, licenses, permits, and other compliance documentation.
• Support audits and documentation reviews as needed.
• Generate project reports and maintain accurate records for management review.

Administrative Support

• Communicate with clients, subcontractors, vendors, architects.
• Assist project managers with scheduling and project coordination activities.
• Perform general administrative duties in support of construction operations.
• Project Billings, Lien Waivers, Collection and reporting/maintaining of Insurance certificates

Qualifications

• Minimum of 1 year of construction administration experience.
• Working knowledge of AIA contract documents and construction project workflows.
• Experience with construction management software and Microsoft Office Suite.
• Strong understanding of RFIs, submittals, change orders, pay applications, and project closeout procedures.
• Excellent organizational, communication, and time-management skills.
• Ability to manage multiple projects and deadlines simultaneously.

Preferred Qualifications

• Experience supporting commercial construction projects.
• Knowledge of contract compliance 
• Familiarity with Sage or similar software platforms.

Physical Requirements

• Ability to sit for extended periods while performing administrative tasks.
• Ability to occasionally lift and carry files or office materials up to 20 pounds.
• Ability to travel occasionally to project sites.

Benefits

• Competitive compensation. 
• Health, dental, and vision insurance.
• 401(k) retirement savings plan.
• Paid time off (PTO) and paid holidays.
• Hotel employee discounts.