Construction Administrative Coordinator

Construction Administrative Coordinator

Fairfield Home Office - FAIRFIELD, NJ 07004

Overview

Salary Range $65,000.00 - $85,000.00 Salary/year Position Type Full Time Job Shift Monday through Friday; Days Education Level High School

Description

Summary: The Construction Administrative Coordinator must be able to communicate professionally and demonstrate the ability to submit quality work internally and externally. This role involves administrative functions and reports directly to the Construction Contracts & Operations Manager. This position is based out of our Fairfield Main Office.

The candidate will be a team player working cohesively with the entire construction department both in person and at remote locations.

Essential Duties and Responsibilities include the following:

• Serve as a primary administrator for document control within Procore, including drawings, correspondence and insurance.
• Drawing management: Upload all drawings and revisions to Procore and plot/print hard copies when requested for both the main office and the construction sites. Coordinate with design professionals when page numbering errors are noted prior to uploading. Ensure design professionals are familiar with submitting via Procore Correspondence. Provide project teams with drawing logs on a weekly basis.
• Contact management: Maintain all directories with current information and distribute contact information in accordance with established procedures.
• Insurance tracking: Ensure all contractor certificates of insurance are current in Procore. Proactively request renewal certificates prior to expiration. Assist with the collection of other compliance documents as needed.
• Create and maintain rental equipment logs including model numbers, serial numbers, dates of rental, replacement values, etc. Request certificates of insurance for rental equipment.
• Maintain organized digital and hard copy project documentation as required by project teams.
• Coordinate and manage project closeout documentation, including warranties, as-builts, and O&M manuals, ensuring complete and accurate turnover to Property Management.
• Provide overall administrative support to the construction team.
• Other duties and projects as assigned.

Competencies: To perform the job successfully, an individual should demonstrate the following competencies

• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to prioritize and meet deadlines.
• Strong analytical, mathematical, and problem-solving skills.
• Ability to act with integrity, professionalism, and confidentiality.

Qualifications

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• Associates or Bachelors Degree in Accounting, or equivalent experience with construction accounting, required.
• 3+ years experience in the construction industry is required
• Experience and proficiency with Microsoft Suite programs (Word, Outlook, Excel)
• Experience with Procore and Timberline (Sage) or similar construction software
• Ability to communicate professionally via emails and phone calls
• Coordinate multiple projects simultaneously with attention to detail and accuracy
• Strong organizational and time management skills

Language Skills

• Ability to read, comprehend simple and complex instructions, professional correspondence, and memos. Ability to write professional-level correspondence. Ability to effectively present information on a one-on-one basis to co-workers and other employees.

Mathematical Skills

Advanced math skills - ability to add, subtract, multiply, divide, analyze basic financial information and large data sets.

Reasoning Ability

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to handle conflict and communicate effectively in a clear and concise manner.

Certificates, Licenses, Registrations

None required.

Physical Demands

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.
• Must be able to access and navigate each department at the organizations facilities.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate. When working at a field office, the noise level may be moderate to noisy.

Work Week

Full time. Exempt. 80% of the position will be spent in the Fairfield office, 20% of the position will be spent in Field Offices throughout the current construction portfolio.