Construction Administrator

Accounts Payable Support

• Receive, log, and organize all incoming subcontractor and supplier bills by project


• Assist Project Managers with coding bills to the correct cost codes and projects


• Route bills to the appropriate PM for review and approval; track and chase outstanding approvals


• Maintain the AP log — nothing should sit without action for more than one week


• Coordinate with the bookkeeper on payment runs, lien waiver collection, and aging review

Document & Contract Management

• Maintain permit files, insurance certificates, and subcontractor contracts for all active projects


• Track submittal logs and ensure reviewed submittals are returned to subs on time


• Manage lien waiver tracking — conditional and unconditional — for every draw package


• Keep project folders organized in OneDrive per PDB filing standards


• Assist with onboarding new subcontractors: W-9 collection, insurance verification, contract execution

Selections & PAQSYS Support

• Assist with selections booklet preparation ahead of client meetings


• Track client selection deadlines across all active projects; flag overdue items to the PM


• Support Grinner on bid package assembly and subcontractor contact management

Scheduling & Communication Support

• Schedule pre-construction, OAC, and closeout meetings at PM direction


• Draft and send weekly client update communications when directed by the PM


• Assist with subcontractor scheduling logistics and follow-up


• Prepare meeting agendas and distribute meeting notes

General Office

• Support proposal preparation — formatting, printing, and binding


• Order project-specific office supplies, job site signage, and printed materials


• Manage incoming mail, deliveries, and vendor correspondence


• Assist with special projects and administrative tasks as directed by the GM