CONSTRUCTION ASSISTANT / PROJECT ADMINISTRATO

Job Description

Job Description

Southwind Construction Services LLC, a Quivera Enterprises subsidiary, is seeking an experienced and highly organized Construction Assistant / Project Administrator to support Project Managers, field personnel, and company administrators across multiple construction projects and entities.

This position supports the planning, coordination, execution, documentation, and closeout of federal, public, commercial, and private construction projects. The role combines construction project administration, document control, and Assistant Project Manager responsibilities to help ensure projects are completed safely, on schedule, within budget, and in accordance with contract requirements and quality standards.

Working under the direction of the Project Manager, the Construction Assistant / Project Administrator serves as a key coordination point among Project Managers, Superintendents, Quality Control personnel, Site Safety & Health Officers, subcontractors, vendors, designers, owners, Government representatives, Accounting, Contracts, and other internal support teams.

The ideal candidate is highly organized, detail-oriented, comfortable managing competing deadlines, and proactive in following up with subcontractors, vendors, project personnel, and internal departments to obtain required information and keep projects moving forward.

DUTIES AND RESPONSIBILITIESProject Management & Coordination

• Assist Project Managers with the planning, coordination, execution, and closeout of assigned construction projects.
• Support project planning, scheduling, budgeting, cost tracking, and cost-control activities.
• Assist with estimating, bids, proposal development, and preconstruction activities as assigned.
• Coordinate communication and documentation among Project Managers, field operations, subcontractors, vendors, designers, owners, Government representatives, and internal departments.
• Support design coordination, reviews, permitting, and other preconstruction and construction requirements.
• Assist with administrative updates to project schedules, cost reports, forecasts, and tracking tools using approved project information.
• Monitor approaching deadlines, outstanding actions, missing documentation, and administrative issues that may affect project performance and elevate concerns to the appropriate Project Manager.
• Support multiple Project Managers and active projects while effectively managing competing priorities and deadlines.

Submittal Coordination

• Establish and maintain submittal registers identifying required documents, responsible parties, due dates, review status, approvals, and resubmittal requirements.
• Request and collect product data, shop drawings, samples, certifications, manufacturer information, and other required submittal materials from subcontractors and vendors.
• Review submittal packages for administrative completeness, correct project references, required attachments, revision numbers, and supporting documentation before routing for technical review.
• Coordinate routing among Project Managers, Quality Control personnel, designers, subcontractors, Government representatives, and other designated reviewers.
• Record review comments and responses and distribute reviewed documents to appropriate project personnel.
• Track outstanding and overdue submittals and follow up with responsible parties.
• Alert Project Managers when missing information, late submittals, or delayed reviews may affect procurement, fabrication, installation, or scheduled project activities.

Document Control & Project Administration

• Establish and maintain accurate and organized electronic project files using  Procore, Microsoft 365 , and other company-approved systems.
• Maintain project documentation, logs, correspondence, drawings, specifications, meeting records, reports, and control documents.
• Track Requests for Information (RFIs), submittals, drawings, correspondence, change documentation, meeting minutes, action items, and other project records.
• Maintain current document revisions and ensure superseded documents are appropriately controlled.
• Maintain organized RFI, submittal, change-order, and other required project logs.
• Distribute approved project information and documentation to appropriate team members.
• Prepare routine reports and summaries identifying outstanding documents, approaching deadlines, unresolved actions, and items requiring management attention.
• Ensure project documentation is maintained accurately and in accordance with company and contractual requirements.

Contracts, Procurement & Cost Support

• Assist with preparing subcontract and purchase-order packages using company-approved templates.
• Coordinate and track subcontracts, purchase orders, executed agreements, insurance certificates, and other required subcontractor and vendor documentation.
• Support the preparation and tracking of project change orders and related documentation.
• Collect and organize supporting documentation for invoices, payment applications, purchase orders, change requests, and other project costs.
• Assist Project Managers with project accounting, cost tracking, budget updates, and cost-control documentation.
• Coordinate with Project Managers, Accounting, Contracts, subcontractors, vendors, and company administrators to resolve missing or incomplete documentation.
• Maintain accurate records supporting project financial and contractual activities.

Meetings, Reporting & Communication

• Schedule project meetings, coordination meetings, and other required project activities.
• Prepare meeting agendas, presentations, reports, and supporting documentation.
• Attend project meetings and prepare accurate meeting minutes.
• Document decisions, action items, responsible parties, and required completion dates.
• Distribute meeting minutes and follow up on outstanding action items.
• Prepare project correspondence and routine reports as directed by the Project Manager.
• Maintain project calendars, schedules, milestones, and action-item tracking logs.
• Communicate professionally with subcontractors, vendors, Government representatives, clients, and internal personnel.

Quality & Safety Administration

• Assist with Quality Control and site safety documentation in accordance with contract, company, and regulatory requirements.
• Support the Project Manager and Quality Control Manager in maintaining required project quality records.
• Assist with tracking inspections, testing documentation, deficiency items, corrective actions, and related project records.
• Support documentation required for federal construction projects and Government reporting systems.
• Coordinate with the Superintendent, Quality Control Manager, and Site Safety & Health Officer to ensure required administrative records are complete and maintained.
• Comply with all company, federal, client, and site-specific safety requirements while visiting active construction sites.

Project Closeout

• Support project closeout activities from substantial completion through final acceptance.
• Collect, organize, and track warranties, operation and maintenance manuals, record drawings, as-built documentation, training records, certifications, testing documentation, and other required turnover materials.
• Maintain closeout logs identifying outstanding documents and responsible parties.
• Follow up with subcontractors, vendors, Project Managers, and field personnel regarding outstanding closeout requirements.
• Assist with the preparation and delivery of final project documentation to the owner or Government.
• Support punch-list documentation and administrative closeout requirements.
• Assist with final document delivery, electronic filing, and project archiving.

General Administrative Support

• Assist Project Managers and company administrators with calendars, correspondence, reports, documentation, and routine office coordination.
• Maintain accurate and organized project records in accordance with company document-retention requirements.
• Handle confidential company, employee, project, contractual, and financial information with appropriate discretion.
• Follow established company workflows and identify missing or incomplete information.
• Elevate unresolved issues to the appropriate Project Manager or company representative.
• Perform additional duties as assigned to support successful project execution and company operations.

REQUIRED EXPERIENCE & QUALIFICATIONS

• U.S. Citizenship Required.
• Must have the ability to obtain and maintain the required Government security clearance, if required by the contract.
• Must be able to successfully complete applicable background check and drug-screening requirements.
• Ability to comply with all federal, client, company, and site-specific safety requirements.
• Ability to travel to project and job-site locations as required.
• Minimum of two years of experience in construction project administration, project coordination, document control, Assistant Project Management, or a closely related construction support role.
• Proficiency with Microsoft Word, Excel, Outlook, and Teams.
• Strong organizational and document-control skills with exceptional attention to detail.
• Demonstrated ability to maintain project records, track document revisions, manage logs, and prepare professional project correspondence.
• Ability to support multiple Project Managers and active construction projects simultaneously while managing competing priorities and deadlines.
• Strong written and verbal communication skills with the ability to professionally coordinate and follow up with subcontractors, vendors, project personnel, clients, Government representatives, and internal departments.
• Ability to follow established workflows, identify missing or incomplete information, and elevate unresolved issues appropriately.
• Dependable follow-through and ability to complete assigned responsibilities with limited day-to-day prompting.
• Ability and willingness to learn company systems, construction terminology, contractual requirements, and project documentation processes.

PREFERRED QUALIFICATIONS

• Bachelor’s degree in Construction Management, Engineering, Business Administration, or a related field; equivalent relevant construction experience will also be considered.
• One to three years of experience supporting construction projects, with federal construction experience strongly preferred.
• Experience using  Procore or a comparable construction management platform.
• Experience with  USACE RMS or similar Government construction management and reporting systems.
• Familiarity with submittal registers, RFI logs, change orders, subcontract documentation, payment applications, project schedules, and construction closeout procedures.
• Experience supporting federal, Government, or design-build construction projects.
• Experience coordinating documentation across multiple active construction projects or company entities.
• Familiarity with federal construction documentation, quality-control, and project-reporting requirements.
• Experience with construction accounting or project cost-control systems.

PREFERRED SOFTWARE EXPERIENCE

• Procore
• USACE RMS
• SAGE / Timberline
• Oracle Primavera P6 and/or Microsoft Project
• Microsoft Word, Excel, Outlook, and Teams
• Microsoft 365 / SharePoint
• Adobe Acrobat
• WebEx

WORK ENVIRONMENT & PHYSICAL DEMANDS

This position involves a combination of office and construction job-site work. The role is primarily sedentary and requires regular use of computers, phones, and standard office equipment. The employee may occasionally be required to stand, walk, bend, reach, and lift or carry project materials and documents.

Periodic job-site visits may require walking over uneven terrain, climbing stairs, entering active construction areas, and exposure to varying weather conditions, noise, dust, equipment, and other conditions typical of construction environments. Appropriate personal protective equipment (PPE) must be worn when required.

EQUAL EMPLOYMENT OPPORTUNITY / INDIAN PREFERENCE

Quivera Enterprises LLC and its subsidiaries are 100% tribally owned and SBA-certified Small Disadvantaged Businesses. We are proud to be an Equal Opportunity Employer and are committed to creating an inclusive workplace where all qualified applicants receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other status protected by applicable federal, state, or local law.

As a tribally owned organization, Quivera Enterprises and its subsidiaries may apply Indian Preference in accordance with applicable tribal, federal, and contractual requirements where authorized by law.

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