Construction Administrative Coordinator

The Construction Administrative Coordinator provides administrative, timekeeping, payroll, logistics, and project coordination support to the project management and field teams on a large construction project. This position serves as an important link between field operations, project management, project controls, payroll, accounting, subcontractors, and vendors to help ensure project information is accurate, organized, and communicated in a timely manner.

The ideal candidate is highly organized, detail-oriented, self-motivated, and capable of managing multiple priorities in a fast-paced construction environment. The role provides an opportunity to build broader knowledge of construction project management and project controls while contributing immediate value through administrative, workforce, payroll, and logistics support.

Essential Duties & ResponsibilitiesProject & Administrative Support

· Provide day-to-day administrative support to Project Managers, Project Executives, Project Controls, Superintendents, and other project personnel.

· Maintain organized project files, records, logs, correspondence, and documentation.

· Assist with coordinating project meetings, preparing agendas, recording meeting minutes, and tracking outstanding action items.

· Maintain project contact lists, distribution lists, personnel rosters, and other project information.

· Prepare and maintain project spreadsheets, trackers, reports, and presentations as requested.

· Coordinate with corporate departments, including Payroll, Accounting, Human Resources, IT, and Operations, as required.

· Help ensure outstanding administrative items are communicated, followed up on, and completed in a timely manner.

Timekeeping & Payroll Support

· Collect, review, and process daily timecards from field supervisors and foremen.

· Verify employee hours worked, shift assignments, overtime, work classifications, labor classifications, and cost codes.

· Maintain accurate labor, attendance, employee roster, and workforce records for site personnel.

· Audit time entries for accuracy and completeness, and investigate discrepancies with supervisors and employees.

· Track attendance, absenteeism, tardiness, and schedule compliance.

· Process employee status changes, including new hires, transfers, layoffs, recalls, and terminations.

· Prepare and submit approved timekeeping data for weekly payroll processing and help ensure payroll deadlines are met.

· Assist with payroll audits and reconciliation of labor records; respond to employee questions regarding hours, paid time off, and paycheck discrepancies.

· Maintain confidential payroll and timekeeping documentation in accordance with company policies and applicable requirements.

Construction & Project Coordination

· Assist project management personnel with tracking project-related action items and deliverables.

· Assist with maintaining RFI, submittal, procurement, change management, and other project logs as assigned.

· Communicate with vendors, subcontractors, suppliers, and internal personnel to obtain required project information and documentation.

· Assist with gathering information required for project reporting and maintaining current information within company project-management systems.

· Participate in project meetings as appropriate to develop an understanding of project scope, schedule, cost, procurement, and execution.

· Assist in maintaining current project information within company project-management systems.

Cost & Billing Support

· Assist with the collection, organization, coding, and routing of project invoices and supporting documentation.

· Assist with tracking purchase orders, commitments, invoices, and other project cost documentation as assigned.

· Coordinate with Accounting and Project Controls regarding missing or incomplete cost documentation.

· Maintain supporting project cost records and assist with gathering information required for project cost reports and forecasts.

Logistics & Field Support

· Assist with coordination of material, equipment, and delivery activities as needed.

· Maintain delivery and logistics information and communicate changes to appropriate project personnel.

· Coordinate with field supervision, vendors, suppliers, and project management regarding deliveries and project needs.

· Maintain appropriate project logistics logs and documentation.

· Assist with site access, employee/vendor coordination, badging, or other project-specific administrative requirements as assigned.

Employee & Workforce Administration

· Maintain confidential employee information and assist with entering and updating employee data in company systems.

· Assist with onboarding documentation and employee record maintenance.

· File and retain payroll, attendance, and personnel records in accordance with company requirements.

· Provide project management and site supervision with workforce information as needed.

Education & Experience

· High school diploma or equivalent required.

· Associate's or bachelor's degree in Construction Management, Business Administration, Accounting, Finance, or a related field preferred, but not required.

· Previous experience in construction administration, project coordination, logistics, timekeeping, payroll, or a related construction support role preferred.

· Experience on industrial, heavy civil, data center, or other large-scale construction projects preferred.

· Experience tracking time for a workforce of 100 employees preferred.

· Union construction or payroll experience is a plus.

Knowledge, Skills & Abilities

· Strong organizational, follow-up, and time-management skills with close attention to detail and accuracy.

· Ability to prioritize and manage multiple assignments in a fast-paced construction environment.

· Ability to communicate professionally with field personnel, management, subcontractors, vendors, employees, and corporate departments.

· Ability to work independently while functioning effectively as part of a project team.

· Intermediate proficiency with Microsoft Office, including Excel, Word, Outlook, and Teams.

· Ability and willingness to learn company project-management, accounting, payroll, scheduling, and document-management systems.

· Ability to handle confidential payroll and employee information appropriately.

· Self-motivated and willing to take on increasing responsibility, with an interest in learning construction project management and developing professionally within the organization.

Work Schedule / Project Requirements

· Full-time, project-based position located in LaPorte, Indiana.

· Must be willing to work occasional overtime, weekends, or holidays when required to support project and payroll deadlines.

Meade Benefits

We are proud to provide a competitive compensation package for this role, with a base pay ranging from $22 to $24 per hour. Actual compensation will depend on several factors, such as location, professional experience, education, relevant training, transferable skills, organizational needs, and current market trends. Please note that the pay range is subject to future adjustments.

Meade offers a competitive benefits package designed to support the health, well-being, and financial security of our employees. This includes:

· Medical, Dental, and Vision Insurance

· Life Insurance

· 401(k) Plan with Company Matching Contributions

· Short- and Long-Term Disability Coverage

· Flexible Spending Accounts (FSA) and Dependent Care Spending

· Paid Time Off and Holidays for Full-Time positions

· Bereavement and Jury Duty Pay

· Tuition Reimbursement

· Profit Sharing (Not a guaranteed benefit)

· Wellness Incentive Programs, including access to BetterHelp therapy

· Employee Recognition and Loyalty Programs

Certain positions may also offer discretionary bonuses, car allowance, or other incentives.

Join our team and experience the support and benefits you deserve!

Pay: $22.00 - $24.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance

Application Question(s):

• Will you now or in the future require visa sponsorship in order to work for our company?

Work Location: In person

Salary : $22 - $24