Administrative Coordinator

Job Title: Administrative CoordinatorJob Description

The Administrative Coordinator provides comprehensive administrative support to the project manager, enabling greater focus on building and maintaining relationships with General Contractors and job-site Superintendents. By ensuring smooth project documentation, billing, and coordination processes, this role contributes directly to increased project volume and overall company growth, creating more long-term development opportunities for employees.

Responsibilities

• Prepare and manage job startup paperwork to ensure new projects are set up accurately and on time.

• Complete and organize job closeout paperwork to properly finalize and document completed projects.

• Manage the submittal process, including tracking, organizing, and distributing submittals for review and approval.

• Review invoices to confirm that equipment and materials were purchased at or below quoted prices.

• Organize, maintain, and distribute project documents to internal team members and external stakeholders.

• Manage project plans and revisions, ensuring the latest versions are properly filed and shared with relevant parties.

• Update the backlog tracker on a weekly basis to reflect current project status and workload.

• Draft, format, and type proposals and change orders in a clear and accurate manner.

• Manage the billing process for assigned projects, including preparing and submitting invoices.

• Submit permits as needed for projects, ensuring all required documentation is accurate and timely.

• Obtain utility work orders for projects and coordinate related documentation.

• Perform follow-up calls to request feedback on proposals and support ongoing business development efforts.

• Handle other administrative and project support duties as assigned by management.

Essential Skills

• 3+ years of administrative experience, preferably within a General Contractor, construction company, or mechanical contractor such as HVAC, electrical, or plumbing.

• Proficiency in Microsoft Office, with strong skills in Word and Excel.

• Demonstrated experience in administrative support, including data entry and document management.

• Ability to manage multiple tasks, prioritize workload, and meet deadlines in a project-focused environment.

• Strong attention to detail when reviewing invoices, preparing documents, and updating trackers.

• Effective written and verbal communication skills for preparing proposals, change orders, and conducting follow-up calls.

Additional Skills & Qualifications

• Experience with Bluebeam PDF software is a plus.

• Previous administrative assistance experience supporting project managers or project teams.

• Comfort working with construction-related documentation, permits, and utility work orders.

• Interest in long-term growth opportunities within a contract-to-hire position.

Work Environment

This role is based in an office environment and provides direct onsite support to the project manager. The position is fully onsite, Monday through Friday, from 7:00 a.m. to 4:00 p.m. The dress code is business casual. The work involves regular use of computers and office software, including Microsoft Office applications and potentially Bluebeam PDF, as well as interaction with project documentation, plans, and billing systems. The environment offers a contract-to-hire structure with room for growth over time.

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 15, 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 (%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.