Construction Administrator

Position Overview

The Construction Administrator plays a key role in supporting both project and financial operations. This position ensures accurate documentation, efficient communication, and compliance with project requirements from contract award through closeout.

This is an in-office position based at our Swanton, OH location (with relocation to our new Toledo office in summer 2026). The role works closely with the Project Controller and other members of the Construction Administration Department to manage both administrative and financial functions across multiple projects.

This position may also be assigned to specific projects, providing hands-on administrative and financial support to project teams.

Key Responsibilities

Project & Administrative Duties:

• Prepare and manage project documentation, including subcontracts, purchase orders, RFIs, submittals, and change orders.
• Track project schedules, budgets, and material deliveries in coordination with the project management team.
• Communicate with clients, general contractors, and vendors regarding documentation, scheduling, and deliverables.
• Maintain accurate and organized digital and physical project files.
• Support project closeout documentation and compliance tracking.
• Provide general administrative support to project managers, estimators, and field supervisors as needed.

Financial & Accounting Support:

• Assist with accounts payable, invoice processing, and credit card charge allocations.
• Support accounts receivable by preparing backup documentation for billings, change orders, and progress payment applications.
• Assist in quoting and pricing extra work tickets and maintaining cost tracking for additional project work.
• Prepare and maintain job cost reports and assist with cost-to-complete tracking under the direction of the Project Controller.
• Review vendor invoices and purchase orders for accuracy, coding, and compliance with company policies.
• Assist in budget maintenance and financial reporting for assigned projects.

Preferred Qualifications

• Associate’s or Bachelor’s degree in Construction Management, Accounting, Business Administration, or a related field (or equivalent experience).
• Minimum 2–3 years of experience in construction administration, project coordination, or accounting.
• Strong proficiency with Microsoft Office Suite and construction management/accounting software (e.g., Procore, Foundation Software, or similar).
• Excellent communication, organizational, and time management skills.
• Ability to handle multiple projects and deadlines simultaneously with a high degree of accuracy.

Preferred Skills

• Familiarity with AIA contracts and construction documentation.
• Experience with certified payroll reporting, lien waivers, and other compliance documentation.
• Understanding of fabrication, erection, and field workflows.
• Basic knowledge of construction accounting principles and cost coding.