Construction Project Administrator

Description

Job Title: Construction Project Administrator  

Grade: 4-C, Exempt

Department: Buildings and Properties

Supervisor: Director of Construction

Date: October 2, 2026

Purpose and Scope

To support the Diocese of Phoenix in its mission to Encounter the Living Christ, the Construction Project Administrator provides administrative support for diocesan construction projects and helps ensure compliance with diocesan policies, procedures, documentation requirements, and approval processes.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Creates, organizes, and maintains complete paper and electronic construction project files through project completion and closeout.
• Maintains the Project Status and Financial Log, including current information regarding project approvals, contracts, payments, change orders, schedules, outstanding action items, and overall project status.
• Tracks contracts, amendments, contingency usage, change orders, pay applications, invoices, and other required project documentation.
• Administers the preparation, routing, execution, distribution, and retention of architectural, construction, and vendor contracts, including applicable American Institute of Architects contract documents.
• Routes project documents for appropriate review, approval, and signature and distributes fully executed documents to the appropriate parties.
• Reviews documents for completeness, accuracy, and required supporting information before submitting them to the Director for Construction for review.
• Maintains fully executed documents and consistent project files in accordance with departmental standards.
• Tracks preliminary notices, lien waivers, final lien releases, warranties, bonds, certificates of insurance, and other required construction and closeout documents.
• Manages the vendor approval process for construction projects, including gathering required documentation, validating contractor licensing, and confirming compliance with diocesan insurance and related requirements.
• Maintains detailed activity logs for assigned projects and monitors outstanding action items, pending documents, required approvals, and project deadlines.
• Follows up with architects, contractors, vendors, parishes, schools, and other project participants regarding outstanding documents, action items, approvals, and deadlines.
• Tracks required diocesan project approvals and assists with confirming that applicable diocesan construction policies and procedures have been completed.
• Assists in preparing and distributing Requests for Qualifications and Requests for Proposals for architects, contractors, consultants, and vendors during the preconstruction and procurement processes.
• Attends meetings as assigned; prepares clear and accurate minutes; documents recommendations, decisions, and action items; and coordinates the review, distribution, and retention of meeting records.
• Assists with ensuring that meeting materials, correspondence, applications, approval packages, and other documents handled by the Buildings & Properties Office are complete, accurate, professionally prepared, and submitted by the required deadlines.
• Maintains project financial documentation, including project budgets, sources and uses, payment records, invoices, pay applications, change orders, contract balances, and cash-flow information provided by the project team.
• Processes invoices and pay applications for review, approval, and payment in a timely manner and tracks each item through completion.
• Coordinates with architects, contractors, vendors, parishes, schools, and diocesan staff to assemble contract documents and supporting materials for review and authorized signature.
• Coordinates the collection, organization, and retention of payment and performance bonds when required.
• Administers project closeout procedures, including tracking required closeout documents, final-payment documentation, final lien releases, warranties, record documents, and other required deliverables.
• Communicates with pastors, principals, business managers, and related support staff regarding contract documentation, project approval requirements, and diocesan construction procedures.
• Prepares updated project status reports showing payments, change orders, contract balances, outstanding items, approvals, and schedule information for review and distribution.
• Provides administrative support and assistance for parish, school, and diocesan construction projects as requested by the Director for Construction.
• Provides general administrative support to the Office of Buildings & Properties, including telephone coverage and other departmental responsibilities as assigned.

Requirements

Knowledge, Skills, and Abilities Required

• Exceptional attention to detail and commitment to maintaining complete and accurate records.
• Excellent verbal and written communication skills.
• Ability to read, organize, and understand construction contracts, proposals, invoices, pay applications, and related project documentation.
• Ability and willingness to learn diocesan construction procedures, AIA contract documents, project terminology, and departmental processes.
• Excellent interpersonal skills and the ability to work collaboratively in a service-oriented team environment.
• Ability to work independently while following established procedures and direction from the Director for Construction.
• Ability to maintain confidentiality and exercise appropriate discretion when handling sensitive information.
• Ability to recognize missing, incomplete, or inconsistent information and obtain clarification before advancing documents for review.
• Strong organizational, follow-up, and problem-solving skills.
• Ability to coordinate multiple assignments, documents, deadlines, and priorities simultaneously.
• Ability to maintain accuracy and attention to detail under conditions of frequent interruption and time-sensitive deadlines.
• Ability to support the mission and values of the Diocese of Phoenix and make decisions consistent with Catholic teachings and traditions.
• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and related database or project-tracking programs.
• Ability to use available software to maintain reports, financial spreadsheets, project logs, schedules, and electronic records.
• Bilingual proficiency in English and Spanish preferred.

Minimum Qualifications

• Knowledge of and respect for Catholic Church teachings, structure, and mission; active, practicing membership in the Catholic Church is preferred.
• High school diploma or equivalent required.
• Three or more years of experience in an administrative position; experience in construction, architecture, accounting, contract administration, or project documentation is preferred but not required.
• Associate degree in business administration, office administration, communications, or a related field, or an equivalent combination of education and relevant experience; bachelor's degree preferred.
• Demonstrated ability to learn new processes and terminology, maintain exceptional attention to detail, and accurately manage a high volume of documentation.

Work Environment

• This position operates in a professional office environment and at active construction sites and other diocesan properties.
• This position routinely uses standard office equipment, including computers, office and cellular phones, photocopiers, and filing systems.
• Frequent field visits to parishes, schools, construction sites, and other diocesan properties are required.
• Occasional evening or weekend work may be required.
• The employee is expected to comply with diocesan dress codes, conduct standards, and applicable workplace policies.
• The employee is required to use a personal vehicle to travel to parishes, schools, construction sites, and other locations.

Physical Demands

• This position operates primarily in a professional office environment.
• This role routinely uses standard office equipment, including computers, phones, printers, scanners, and filing systems.
• Occasional attendance at meetings or project sites may be required.

Other Duties

This job description is not intended to contain a comprehensive listing of all activities, duties, or responsibilities required of the employee. Duties, responsibilities, and assignments may change at any time, with or without notice.