Construction Administrator Jobs

We are seeking a skilled and detail-oriented Construction Administrator to join our dynamic team. As a Construction Administrator, you will play a crucial role in ensuring the smooth functioning of construction projects by efficiently managing administrative tasks and facilitating communication among various stakeholders. Your primary responsibilities will include handling Certificates of Insurance (COI), permit follow-up, communicating with subcontractors via email, liaising with landlords, tracking payments and purchase orders in the master system, and managing lien releases. This role requires strong organizational and communication skills to ensure project success and adherence to timelines.

Duties and Responsibilities:

• Facilitate effective communication with subcontractors through email, addressing queries, providing updates, and disseminating relevant information.
• Payment and Purchase Order Tracking:
• Participate in project meetings and record meeting minutes to document key discussions and action items.
• Coordinate the collection and processing of lien releases from subcontractors and suppliers upon project completion and payment fulfillment.
• Maintain a well-organized filing system to ensure easy retrieval of documents and records.
• Assist in preparing financial reports related to project expenses and budgets.
• Lien Release Management:
• Act as a point of contact for communication with landlords, notifying them of any upcoming schedules.
• Permit Follow-up:
• Assist project managers and supervisors with various administrative tasks as required.
• Provide general administrative support to the construction team, such as digital filing, data entry, and document management.
• COI Management:
• Contribute to process improvement initiatives and implement best practices to optimize construction administration procedures.
• Other Duties as Assigned:
• Track the status of permits and ensure all necessary documentation is submitted in a timely manner.
• Assist in preparing project-related reports and presentations for management review.
• Ensure all necessary documentation is obtained to release liens and avoid potential legal issues.
• Communication with Subcontractors:
• Gather necessary COIs from subcontractors and vendors.
• Collaborate with the finance department to ensure accurate and timely processing of invoices, receipts, and other financial documentation.
• Monitor project timelines and milestones to ensure projects are progressing according to schedule.
• Supply COIs to the site landlord to ensure compliance with project requirements and lease agreements prior to site start date.
• Collaborate with relevant authorities to expedite the permit application and approval process.
• Landlord Interaction:
• Ensure compliance with lease agreements and other contractual obligations with landlords.
• Coordinate subcontractor requirements and documentation, ensuring smooth collaboration throughout the project lifecycle.
• Learn and master the company's payment and purchase order tracking system to accurately monitor project expenses and payments to vendors and subcontractors.

Skills and Requirements:

• Proficiency in using email communication and managing digital documents.
• Problem-solving skills to address issues promptly and efficiently.
• Familiarity with construction permits and regulations is advantageous.
• Excellent written and verbal communication skills for effective interaction with subcontractors, vendors, landlords, and other stakeholders.
• Willingness to work overtime or weekends, as needed.
• Previous experience in construction administration or a related field is preferred.
• Knowledge of payment tracking systems and purchase order management is a plus.
• Strong organizational skills and the ability to handle multiple tasks simultaneously.
• Attention to detail and the ability to maintain accurate records is essential.

Physical Requirements:

• Vision correctable to 20/20
• Finger dexterity for keyboarding and computer usage
• Ability to sit or stand, and stay focused for long periods of time

Cennox provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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