Construction Administrator

Position Summary

The Construction Administrator provides critical administrative support across all areas of the company. This role coordinates project documentation, financial administration, trade partner onboarding, office operations, and company systems to help ensure projects progress efficiently throughout the build process. The Construction Administrator maintains organized systems, accurate records, and clear communication that support exceptional project execution and client service.

Financial & Administrative Support

• Support the company’s financial processes by coordinating accounts payable, accounts receivable, owner billing, bookkeeping activities and financial recordkeeping.
• Prepare monthly owner invoices, budget reports, and supporting documentation.
• Maintain accurate financial records in QuickBooks Online and Buildertrend.
• Coordinate payment processing, statement reconciliations, and invoice approvals.
• Help ensure timely owner collections and trade partner payments.

Project Administration & Documentation

• Administer Buildertrend, JobSite Codes, QuickBooks Online, and related company systems by maintaining accurate project, vendor, financial, and related documentation throughout each project.
• Provide administrative support for project setup, construction documents, and jobsite information throughout the build process.
• Support in the maintenance of organized digital and physical project records.
• Prepare owner turnover manuals and project closeout documentation.

Trade Partner Administration

• Coordinate onboarding of trade partners, including Buildertrend setup, insurance, W-9s, contractor licenses, trade agreements, and lien documentation.
• Monitor expiration dates and follow up to keep records current.

Office Operations & Team Support

• Support day-to-day office operations, supplies, vehicle records, uniforms, branding, phones, and mail.
• Coordinate resources that enable project teams to remain focused on construction execution.

Communication & Coordination

• Serve as an administrative resource connecting project teams, homeowners, trade partners, HOAs, and company leadership.
• Coordinate meetings, agendas, minutes, action items, and follow-up documentation.
• Support HOA communication, gate access, and RFID administration.

Continuous Improvement

• Identify opportunities to improve administrative processes, documentation, templates, and company systems.
• Assist with development of training materials, standard templates, and process documentation.

Qualifications

• Strong organizational and time management skills.
• Minimum one year of bookkeeping experience using QuickBooks Online.
• Experience with Buildertrend, and construction management software, preferred.
• Proficiency with Microsoft Excel, Microsoft Word, and Adobe Acrobat.
• Excellent written and verbal communication skills.
• Demonstrated ability to follow through on multiple tasks and proactively resolve administrative issues.

Success in This Role

• Projects are well organized and accurately documented.
• Financial and administrative processes are completed accurately and on schedule.
• Project teams receive timely administrative support.
• Trade partner documentation remains current.
• Company systems and project records remain accurate and up to date.

Internal teams and clients experience responsive, professional communication.

Compensation package