Administrative Coordinator

Job Title: Administrative Coordinator Job Description The Administrative Coordinator provides comprehensive administrative support to the project manager, enabling greater focus on building strong relationships with general contractors and job-site superintendents. By efficiently managing project documentation, billing processes, and coordination tasks, this role directly supports business growth and creates opportunities for professional development within the organization. Responsibilities Prepare and process job startup paperwork to ensure projects begin with accurate and complete documentation. Complete job closeout paperwork and ensure all project records are properly finalized and archived. Manage the submittal process, including preparing, tracking, and coordinating approvals for project-related documents. Review invoices to confirm that equipment and materials were purchased at or below quoted prices, and flag discrepancies for follow-up. Organize, maintain, and distribute project documents to internal team members and external partners as needed. Manage project plans and revisions, ensuring that all stakeholders have access to the most current versions. Update the backlog tracker on a weekly basis to provide accurate visibility into ongoing and upcoming work. Draft, format, and type proposals and change orders based on project manager direction and project requirements. Manage the billing process for assigned projects, including preparing, submitting, and tracking invoices. Submit permits as needed for projects, ensuring timely approvals to support project schedules. Obtain utility work orders for projects and coordinate documentation with relevant parties. Conduct follow-up calls to request feedback on proposals and document responses for the project team. Perform other administrative and project support duties as assigned by management to ensure smooth project execution. Essential Skills 3+ years of administrative experience, preferably within a general contractor, construction company, or mechanical contractor environment (such as HVAC, electrical, or plumbing). Proficiency in Microsoft Office, with strong skills in Word and Excel for document preparation, data entry, and tracking. Demonstrated experience in administrative support, including data entry, document management, and coordination tasks. Ability to manage multiple tasks and deadlines while maintaining accuracy and attention to detail. Strong written and verbal communication skills for preparing proposals, change orders, and professional correspondence. Capability to review and verify invoice details against quoted prices and project requirements. Additional Skills & Qualifications Experience with Bluebeam PDF software is a plus. Experience supporting construction or mechanical project teams is highly beneficial. Comfort working in a fast-paced, project-driven environment with evolving priorities. Motivation to grow within the organization and take on additional responsibilities over time. Contract-to-hire opportunity with room for growth down the line. Work Environment This role is based in an office environment and supports a project manager on a fully onsite basis. The schedule runs Monday through Friday from 7:00 a.m. to 4:00 p.m. The position involves frequent use of Microsoft Office (especially Word and Excel) and may include use of Bluebeam PDF software. The work focuses on administrative coordination for construction or mechanical projects, requiring consistent collaboration with internal teams and external partners. Dress code is business casual. Job Type & Location This is a Contract to Hire position based out of Bath, PA. Pay and Benefits The pay range for this position is $22.00 - $32.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in Bath,PA. Application Deadline This position is anticipated to close on Sep 30, 2026. About Aston Carter Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io for other accommodation options. San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records. Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools. #J-18808-Ljbffr Talentify