Construction Project Administrative Coordinator - Master Care Flooring, Baltimore, MD

Job Description

Job Description

Construction Project Administrative Coordinator

MASTER CARE FLOORING

Baltimore, MD

Master Care Flooring is seeking a highly organized Construction Project Administrative Coordinator to support our Controller and Project Operations Team in a fast-paced specialty construction environment.

This is a full-time office position with broad responsibility across accounting support, project documentation, insurance/compliance, purchasing, scheduling support, and general administration.

What You Will Do:

• Answer incoming phones and provide professional front-office support.
• Complete general contractor prequalification forms and maintain supporting company documentation.
• Obtain project-specific Certificates of Insurance and provide W-9s, licenses, and other requested compliance documents.
• Assist with weekly accounts payable processing, invoice entry, printing, filing, and supporting documentation.
• Assist with monthly AR statements, non-AIA invoicing, posting receivable payments, and routine collection follow-up under the Controller's direction.
• Assist with employee timesheet collection, time entry, payroll-support documentation, and follow-up on missing information.
• Order routine inventory materials, sundries, and office supplies and maintain related purchasing records.
• Create, organize, and maintain project files from bidding/award through project closeout.
• Assist with document management, transmittals, project forms, and electronic document submissions.
• Provide administrative support to the Project Coordinator/Scheduler for scheduling-related data entry, field paperwork, and project logistics.
• Assist the Office Project Manager and other project staff with routine project setup, filing, and closeout documentation.
• Perform general office data entry, filing, scanning, document transmission, and record maintenance.

How the Role Fits the Team:

This position reports directly to the Controller, who establishes workload priorities and provides day-to-day supervision.

The coordinator will also work closely with the Project Coordinator/Scheduler and the project operations team.

The role is designed to remove routine administrative work from managers so they can stay focused on scheduling, project execution, financial controls, and business growth.

What Success Looks Like:

• Administrative requests are handled promptly and accurately.
• Project, payroll, and accounting documentation is organized before manager review.
• Prequalification and insurance requests are completed on time.
• Routine materials and supplies are ordered before shortages occur.
• Project files are complete and easy to retrieve throughout the job lifecycle.
• The Controller and Project Coordinator/Scheduler gain meaningful time back for their higher-level responsibilities

What We Are Looking For:

• Administrative experience in construction, subcontracting, accounting support, project coordination, or a similar business environment is strongly preferred.
• Excellent organization and attention to detail.
• A strong sense of ownership and follow-through - this role must be comfortable tracking open items until they are complete.
• Ability to prioritize multiple requests while maintaining accuracy.
• Professional communication skills with customers, general contractors, vendors, field employees, and internal staff.
• Comfortable working with spreadsheets, email, document-management systems, and business software; ability to learn new systems quickly.
• Ability to handle confidential payroll, financial, and employee information with discretion.
• Familiarity with construction terminology, certificates of insurance, AP/AR, purchase orders, job files, or contractor portals is a plus.