Construction Administrator

Overview

Construction Administrator Jobs in Goodlettsville, TN at LBMC Staffing Solutions, LLC

Title: Construction Administrator

Company: LBMC Staffing Solutions, LLC

Location: Goodlettsville, TN

Our client is seeking an experienced, highly organized Construction Administrator / Project Coordinator.

This is an important blended position combining construction administration, project coordination, estimating support, and general administrative responsibilities. The position will provide direct support to our operations team, project managers, superintendents, and senior leadership.

This is not simply a clerical or receptionist position, nor is it a conventional field-based Assistant Project Manager position. The successful candidate will become a key operational resource who helps keep our projects, documents, communications, and internal processes organized and moving forward.

Prior experience with a commercial general contractor, subcontractor, architectural or engineering firm, developer, or similar construction-related organization is strongly preferred.

Primary Responsibilities

Project and Operations Support

• Provide administrative and operational support to project managers, superintendents, and senior leadership.
• Assist with preparing, processing, tracking, routing, and filing subcontracts, purchasing orders, change orders, and other contractual documents.
• Coordinate document workflows to ensure documents are properly prepared, distributed, returned, executed, logged, and stored.
• Monitor outstanding documents and follow up with the appropriate parties to keep matters moving.
• Assist with project correspondence, submittals, RFIs, procurement logs, change-order tracking, and other project controls.
• Prepare meeting agendas, attend meetings when appropriate, take accurate minutes, and maintain action-item lists.
• Assist with punch-list tracking and project closeout.
• Collect warranties, lien releases, operating information, and other closeout documents.
• Assemble Operations and Maintenance manuals.
• Coordinate occasional building maintenance and operational-support activities.

Estimating and Preconstruction Support

• Assist the estimating team with subcontractor solicitation and bid communications.
• Organize subcontractor proposals and assist with scope coordination.
• Help prepare estimates, sketches, presentations, qualifications packages, and proposals.
• Maintain and update subcontractor and vendor contact information.
• Assist with distribution of drawings, specifications, addenda, and other bidding documents.

Administrative and Office Support

• Provide direct administrative support to company leadership and the operations team.
• Answer and manage incoming calls, inquiries, messages, and requested callbacks professionally.
• Coordinate meetings, conference calls, calendars, and related logistics.
• Draft and edit professional emails, letters, reports, meeting minutes, and other correspondence.
• Organize information and help leadership track assignments, deadlines, and follow-up items.
• Coordinate printing of plans, specifications, and other project documents.
• Order office supplies and assist with other general office needs.
• Handle confidential company, employee, client, and project information with discretion.

Vendor, Client, and Internal Coordination

• Communicate professionally with owners, architects, engineers, subcontractors, suppliers, and internal team members.
• Organize documentation required to establish new subcontractors and vendors.
• Maintain current subcontractors, vendor, and business records.
• Follow up consistently on missing information, pending decisions, and outstanding commitments.
• Help ensure communication among the office, project teams, and outside parties remains timely and organized.

Safety, Compliance, and Records

• Assist with administration of the company’s safety program.
• Maintain safety training records, certifications, and related documentation.
• Coordinate annual certifications and recertifications with applicable agencies.
• Support records-retention procedures and organize electronic and physical files.
• Maintain project templates, internal records, and administrative systems.
• Assist with compliance documentation as directed by management.

Systems, Marketing, and General Company Support

• Learn and effectively use the company’s construction-management and administrative software.
• Serve as a support resource for company software and assist other employees with basic usage when needed.
• Maintain and update company project sheets, qualifications packages, proposal templates, and other marketing materials.
• Assist with developing proposals using the company’s marketing and project-history information.
• Help coordinate company meetings, training sessions, and special events.
• Support special projects and company initiatives as assigned.

Qualifications

The ideal candidate will have:

• At least three years of experience in construction administration, project coordination, assistant project management, office management, or a similar role.
• Prior experience with a commercial general contractor or another construction-related company.
• Working knowledge of common commercial construction documents and procedures.
• Experience in handling subcontracts, purchase orders, change orders, submittals, RFIs, project correspondence, and closeout documentation.
• Strong proficiency with Microsoft Outlook, Word, Excel, and Adobe Acrobat.
• Experience with commercial construction-management or accounting software.
• Strong written and verbal communication skills.
• Exceptional organizational ability and attention to detail.
• The ability to manage multiple responsibilities, priorities, and deadlines.
• The judgment to distinguish between routine matters and issues requiring management’s immediate attention.
• The confidence and professionalism to communicate with clients, design professionals, subcontractors, vendors, and company leadership.
• A dependable work history and demonstrated willingness to accept responsibility.
• The ability to work independently while remaining collaborative and responsive to the team.
• A college degree is helpful but not required. Relevant construction experience, judgment, reliability, communication skills, and organizational ability are more important.