What are the responsibilities and job description for the Construction Project Administrator position at Horwitz?
At Horwitz, we don’t just offer jobs—we build careers. For over 100 years, we’ve been a leader in HVAC, plumbing, electrical services, delivering exceptional service while fostering a supportive and innovative workplace. Joining our team means working with passionate professionals in a culture built on safety, accountability, professionalism, motivation, curiosity, and a can-do attitude.
We’re committed to your growth with training, mentorship, and advancement opportunities. Along with competitive benefits—you’ll be part of a company that values its employees and makes a positive impact in the community. Join Horwitz and become part of a legacy of excellence and opportunity.
Position Overview
The Construction Project Administrator provides organized and proactive administrative support to the Construction General Manager and mechanical project teams. This role helps ensure smooth project operations by coordinating meetings, preparing correspondence and documentation, maintaining accurate project records, and supporting communication between field, project management, QA/QC, fabrication, and accounting. The Administrator is expected to perform duties in alignment with Horwitz’s values: Safe, Accountable, Professional, Motivated, Can Do, and Curious.
Key Responsibilities
These responsibilities generally describe the nature of the position and may not be all inclusive:
We’re committed to your growth with training, mentorship, and advancement opportunities. Along with competitive benefits—you’ll be part of a company that values its employees and makes a positive impact in the community. Join Horwitz and become part of a legacy of excellence and opportunity.
Position Overview
The Construction Project Administrator provides organized and proactive administrative support to the Construction General Manager and mechanical project teams. This role helps ensure smooth project operations by coordinating meetings, preparing correspondence and documentation, maintaining accurate project records, and supporting communication between field, project management, QA/QC, fabrication, and accounting. The Administrator is expected to perform duties in alignment with Horwitz’s values: Safe, Accountable, Professional, Motivated, Can Do, and Curious.
Key Responsibilities
These responsibilities generally describe the nature of the position and may not be all inclusive:
- Provide administrative support to department leadership, including preparing correspondence, managing calendars, and organizing meeting materials.
- Schedule and coordinate meetings for project teams and leadership, including individual check-ins, team meetings, and training sessions.
- Record meeting minutes and track action items to ensure timely follow-up.
- Support onboarding for new employees in the construction division by coordinating account setup, equipment preparation, and introductory schedules.
- Create and maintain project documentation such as letters, memos, presentations, procedures, and training materials.
- Manage team calendars, distribution lists, and shared file organization to ensure accurate information flow.
- Prepare professional presentations for internal meetings and training events.
- Track compliance-related documentation, including certifications, training records, and technical continuity logs.
- Coordinate training and development activities, including seminar and class registrations.
- Assist project teams—including construction, quality, and fabrication—with documentation and administrative support.
- Support project setup tasks by entering project information into internal systems and maintaining accurate records.
- Print, assemble, and distribute project plans and materials for field and office teams.
- Provide administrative support to field labor coordination, including software updates and documentation tasks.
- Perform general administrative duties to support daily project and department operations.
- Conduct yourself in accordance with Horwitz core values: Safe, Accountable, Professional, Motivated, Can Do and Curious.
- Get better every day.
- Proficient in Microsoft Office Suite; Excel and Word proficiency required.
- Familiarity with Procore and COINS software is preferred.
- Strong written and verbal communication skills.
- Highly organized and detail oriented.
- Ability to manage confidential data and handle multiple priorities independently.
- 5 years of relevant administrative experience in a construction or mechanical services environment preferred.
- Exposure to CRM systems, document control, and construction workflows is beneficial.