Construction Project Secretary / Project Administrator

Overview

Construction Project Secretary / Project Administrator Jobs in Cleveland, OH at DealPoint Merrrill

Job Summary

The Construction Project Secretary / Project Administrator will provide comprehensive administrative and organizational support to the Project Manager and construction team throughout the Belle Oaks project. This position is responsible for maintaining accurate project records, coordinating communications, tracking documentation, assisting with scheduling and meetings, and supporting the day-to-day administrative requirements of an active construction site.

The successful candidate must be highly organized, detail-oriented, responsive, and comfortable working in a fast-paced construction environment. The position will serve as an important administrative link between the Project Manager, owner, architect, engineers, general contractor, subcontractors, vendors, inspectors, consultants, and other project participants.

The ideal candidate will be proactive and capable of identifying administrative issues before they become problems, while maintaining confidentiality, professionalism, and excellent communication at all times.

Responsibilities

• 1. Project Administration & Documentation
• Provide daily administrative support to the Project Manager and construction team.

2. Construction Site Support

• Provide administrative support for the active construction site and Project Manager.
• Maintain daily awareness of significant site activities, deliveries, inspections, meetings, and scheduled work.
• Assist with maintaining daily construction reports and project diaries.
• Collect and organize daily reports, photographs, delivery tickets, inspection reports, timesheets, and other field documentation.
• Maintain a log of material deliveries and assist with coordinating delivery schedules.
• Assist with coordinating site meetings, contractor meetings, inspections, and project walkthroughs.
• Prepare meeting agendas, attendance sheets, and other meeting materials.
• Take and distribute meeting minutes and track outstanding action items.
• Maintain a running list of issues requiring follow-up by the Project Manager or other project participants.

3. Contractor & Subcontractor Coordination

• Assist the Project Manager with routine communications with the general contractor, subcontractors, vendors, consultants, and other project participants.
• Distribute project notices, schedules, meeting information, drawings, correspondence, and other documents.
• Track requests and follow-ups to ensure outstanding items are addressed.
• Maintain subcontractor and vendor contact information.
• Assist with obtaining required documentation from contractors and subcontractors, including certificates of insurance, W-9s, licenses, lien waivers, invoices, and other required documents.
• Maintain logs for contractor and subcontractor documentation.
• Assist the Project Manager in tracking subcontractor progress and outstanding administrative requirements.
• Follow up professionally and persistently on overdue documentation or responses.

4. Scheduling & Project Tracking

• Maintain the Project Manager’s calendar and assist with scheduling meetings, inspections, site visits, and other appointments.
• Maintain and distribute current project schedules.
• Track important project dates, deadlines, inspections, approvals, deliveries, and milestones.
• Maintain a project “look-ahead” calendar for upcoming activities.
• Assist with coordinating meetings among the owner, Project Manager, contractors, architects, engineers, and consultants.
• Provide reminders to the Project Manager regarding upcoming deadlines and required actions.
• Track open items and follow up with responsible parties.

5. RFIs, Submittals & Change Orders

• Maintain logs of Requests for Information (RFIs), submittals, approvals, and related correspondence.
• Track the status of outstanding RFIs and submittals.
• Assist with distributing responses and approvals to the appropriate parties.
• Maintain a change order log and track change order documentation.
• Organize proposals, pricing, backup documentation, approvals, and executed change orders.
• Assist the Project Manager in maintaining an accurate record of pending and approved changes.

6. Invoices, Pay Applications & Financial Administration

• Assist the Project Manager with collecting and organizing contractor and subcontractor invoices.
• Maintain records of invoices, pay applications, lien waivers, and supporting documentation.
• Assist with tracking payment applications and approvals.
• Maintain a log of pending, approved, and paid invoices and pay applications.
• Assist with collecting conditional and unconditional lien waivers/releases as required.
• Organize backup documentation for project expenditures and change orders.
• Coordinate with the accounting department regarding project documentation and payment-related matters.
• Bring discrepancies or missing documentation to the Project Manager’s attention.

7. Inspections, Permits & Governmental Coordination

• Maintain copies of permits, licenses, inspection reports, approvals, and governmental correspondence.
• Assist with scheduling required inspections.
• Maintain an inspection log and track inspection results and outstanding requirements.
• Assist the Project Manager in maintaining records relating to building officials, municipal authorities, utility companies, and other governmental agencies.
• Track permit expiration dates and other regulatory deadlines.
• File inspection approvals, certificates, and close-out documentation.

8. Safety & Compliance Administration

• Maintain project safety documentation as directed by the Project Manager.
• Assist with organizing safety meeting records and documentation.
• Maintain records of site safety inspections and reports.
• Ensure required documentation is properly filed and readily available.
• Immediately bring any significant safety-related administrative issue or documentation deficiency to the Project Manager’s attention.

9. Project Communications

• Serve as a professional and responsive point of administrative contact for the Project Manager.
• Draft routine correspondence, notices, emails, and transmittals at the direction of the Project Manager.
• Distribute communications to the appropriate project participants.
• Maintain an organized correspondence log.
• Monitor project-related email communications and identify items requiring the Project Manager’s attention.
• Maintain confidentiality regarding project, financial, contractual, and business matters.
• Maintain organized electronic and hard-copy project files and records.
• Maintain current project contact lists for owners, contractors, subcontractors, consultants, architects, engineers, vendors, and governmental agencies.
• Prepare, organize, distribute, and file project correspondence and documentation.
• Maintain project logs, including correspondence, submittals, RFIs, change orders, inspections, approvals, and other project activity.
• Assist with maintaining the project’s document control system.
• Ensure documents are properly dated, named, filed, and distributed to the appropriate parties.
• Assist in maintaining current drawings, plans, specifications, addenda, and other construction documents.
• Track revisions to plans and specifications and ensure the Project Manager has access to the most current versions.
• Scan, copy, upload, download, and distribute project documents as necessary.

Qualifications

• Minimum of 2–3 years of administrative, construction administration, project coordination, or related experience preferred.
• Construction industry experience strongly preferred.
• Excellent organizational and time-management skills.
• Exceptional attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines simultaneously.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams.
• Ability to learn and utilize construction/project-management software and document management systems.
• Professional demeanor when communicating with contractors, subcontractors, vendors, consultants, and governmental personnel.
• Ability to work independently while maintaining close communication with the Project Manager.
• Must be comfortable working in an active construction-site environment.
• Must be dependable, responsive, and willing to take ownership of assigned responsibilities.

Join us in supporting our construction projects by providing essential administrative expertise that keeps everything running smoothly! We value energetic professionals who thrive in busy environments and are eager to contribute their organizational talents to impactful projects every day.

Pay: $31.25 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Title: Construction Project Secretary / Project Administrator

Company: DealPoint Merrrill

Location: Cleveland, OH

Category: