Construction Administrative Coordinator

Job Summary
We are seeking a dynamic and highly organized Construction Administrative Coordinator to join our team. Construction Administration Coordinator

Position Summary

The Construction Administration Coordinator supports the planning, execution, and closeout of construction projects related to industrial ammonia refrigeration systems. This role is responsible for coordinating documentation, contracts, schedules, and communication among project teams, subcontractors, vendors, and regulatory bodies. The ideal candidate is detail oriented, safety focused, and experienced working within regulated industrial or mechanical construction environments.

Key Responsibilities

Project & Construction Administration

• Coordinate and maintain construction documentation, including contracts, change orders, RFIs, submittals, permits, and closeout packages
• Track project milestones, schedules, and deliverables to support on time and within budget project execution
• Assist Project Managers with bid packages, subcontractor agreements, purchase orders, and compliance documentation
• Maintain accurate records in project management systems and shared drives

Regulatory & Safety Coordination

• Support compliance with OSHA Process Safety Management (PSM), EPA Risk Management Plan (RMP), and applicable state and local regulations
• Assist in document control related to IIAR standards (IIAR 2, IIAR 4, IIAR 5, etc.)
• Coordinate safety documentation, including job hazard analyses (JHAs), training records, and site safety plans
• Help ensure construction activities align with company safety policies and owner requirements

Communication & Coordination

• Serve as a central point of contact for administrative coordination between internal teams, subcontractors, engineers, and vendors
• Schedule meetings, site visits, inspections, and commissioning activities
• Prepare meeting agendas, take meeting minutes, and follow up on action items
• Assist with project status reporting for leadership and clients

Financial & Contract Support

• Track invoices, lien waivers, certificates of insurance, and payment applications
• Assist with budget tracking and cost documentation under direction of Project Management
• Support procurement processes for materials and subcontracted services

Project Closeout

• Compile and organize closeout documentation, including as built drawings, O&M manuals, warranties, and turnover packages
• Coordinate final inspections and documentation required for system handover to operations

Qualifications

Required

• Associate’s degree or equivalent work experience in Construction Management, Engineering, Business Administration, or a related field
• Strong organizational and document control skills
• Proficiency with Microsoft Office (Excel, Word, Outlook); experience with project management or document control software preferred
• Ability to manage multiple projects and deadlines simultaneously

Preferred

• Experience working with ammonia refrigeration, industrial HVAC, mechanical contracting, or process systems
• 3 years of construction administration or project coordination experience in industrial, mechanical, or refrigeration environments
• Familiarity with OSHA PSM, EPA RMP, IIAR standards, or similar regulated environments
• Experience supporting construction projects in food & beverage, cold storage, or industrial manufacturing facilities

Key Competencies

• High attention to detail and accuracy
• Strong communication and coordination skills
• Understanding of construction workflows and terminology
• Safety focused mindset
• Ability to work effectively with cross functional and field based teams

Work Environment

• Combination of office and construction site environments
• Occasional travel to job sites required
• Must be able to comply with all safety requirements, including PPE and site specific regulations

Pay: $22.00 - $25.00 per hour

Benefits:

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

Education:

• Associate (Preferred)

Experience:

• Construction administrative: 1 year (Required)

Ability to Commute:

• Belvidere, IL 61008 (Required)

Willingness to travel:

• 25% (Required)

Work Location: In person

Salary : $22 - $25