Division Administrator

POSITION SUMMARY

The Divisional Administrator provides essential administrative and document-control support to project teams throughout all phases of construction. This position ensures the accuracy, organization, and timely flow of project documentation, material procurement, and interdepartmental communication. Working closely with Project Engineers, Accounting, and field leadership, the Project Administrator upholds E-Z Bel Constructions standards of quality, efficiency, and professionalism in all administrative operations.

YOUR ROLE

• Drafts subcontracts and job setup documents to support contract administration.
• Coordinates with Project Teams to align administrative deliverables with schedules.
• Manages documents through Bluebeam, Spectrum, and HCSS.
• Schedules material deliveries and monitors quantities for reporting accuracy.
• Collect/receive invoices, tickets, receipts, and other documentation.
• Review, reconcile, and enter items received into accounting system.
• Ensure accuracy of accounting entries.
• Order safety supplies and office supplies.
• Communicate with vendors, suppliers, subcontractors, and other entities to provide information and answer questions related to accounting activities.
• Assists with certified payroll, insurance tracking, and DBE documentation.
• Tracks and generates reports for pay estimates and production data.
• Communicates professionally with vendors, subcontractors, and team members.
• Tracks action items from weekly meetings.
• Responds to documentation requests.
• Supports consistent information flow between field and office teams.
• Leads administrative coordination across multiple projects and monitors deliverables.
• Perform other duties as assigned.

WHAT YOU BRING

• Associate degree in Business Administration, Construction Management, Accounting, Finance, Office Administration, or a related field required; bachelors degree preferred.
• 13 years of experience in construction administration, project coordination, accounting support, contract administration, or a related administrative role.
• Experience supporting multiple projects, departments, or operational teams in a deadline-driven environment.
• Proficiency with HCSS, Spectrum, Bluebeam, and Microsoft Office Suite.
• Strong organizational skills with high attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously.

PHYSICAL REQUIREMENTS

The Divisional Administrator in the civil construction industry should be able to perform tasks that involve sitting for extended periods, as well as standing, walking, and occasionally lifting 25 pounds. This role may require frequent use of a computer and other office equipment, necessitating good hand-eye coordination and fine motor skills. The ability to navigate construction sites and interact with various stakeholders in outdoor environments is also essential. A reasonable level of physical stamina and mobility is required to attend meetings and site visits as needed.

BENEFITS

• Competitive medical, dental, and vision coverage
• Company-paid basic dental, life insurance, and short- and long-term disability
• Voluntary benefits including life, accident, critical illness, and pet insurance
• 401(k) retirement plan
• Quarterly bonus program
• Paid Time Off (PTO), paid holidays, and paid winter company break (eligible roles)
• Employee Assistance Program (EAP) and wellness resources
• Tuition reimbursement and continuing education support
• Scholarship program for dependents of eligible employees
• Company events, community engagement opportunities, and quarterly State of the Company meetings

E-Z Bel Construction, LLC is an equal opportunity employer. We encourage all qualified individuals to apply, regardless of race, color, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or veteran status. E-Z Bel Construction, LLC participates in E-Verify, a federal system that allows enrolled employers to confirm the employment eligibility of newly hired employees.

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