Construction Administrative Specialist

Job Summary

Pioneer Homes, Tarpon Springs, FL is seeking a Construction Administrative Specialist to join our team of residential home construction professionals. This position is responsible for project support functions for a high-end, single-family residential community in Tarpon Springs, FL. The role manages multiple homes simultaneously, each at various stages of completion, requiring a strong focus on producing and issuing accurate work orders and purchase orders using BuildSoft Contract Software.

This role supports field operations by maintaining accurate work descriptions, material lists, and pricing, while coordinating closely with vendors and suppliers. The position also assists with customer-driven customization requests, finish upgrades, and cost estimating to support project changes.

Key Responsibilities

Purchasing & Vendor Coordination

• Work directly with vendors and suppliers to request, secure, and confirm pricing
• Obtain and compare pricing from multiple suppliers to ensure cost competitiveness
• Update and maintain accurate work descriptions, scopes of work, and material takeoffs
• Ensure all documentation is complete, current, and aligned with project requirements
• Use BuildSoft Construction Software to create, maintain, and issue work orders and purchase orders
• Track revisions, changes, and approvals related to work orders and purchasing
• Coordinate lead times, delivery schedules, and availability of materials
• Maintain vendor and supplier contract records, pricing histories, and contact information

Change Orders & Customizations

• Receive and document customization requests, finish selections, and upgrade options
• Coordinate pricing for changes with vendors, subcontractors, and internal teams
• Prepare cost estimates for customer-requested upgrades and changes
• Assist in preparing change orders and updated documentation for approval

Accounting and Administrative Support

• Assist with preparation of monthly financial statements, accruals and bank reconciliation
• Create variance reports as needed
• Support management with new project developments

Communication & Coordination

• Serve as a liaison between project managers, field staff, vendors, and clients
• Communicate clearly regarding pricing, changes, and documentation requirements
• Respond promptly to inquiries related to work orders, purchasing, and materials

Required Skills & Qualifications

• Experience working in a Team-Focused, construction office or construction administration role
• Proficiency with BuildSoft Construction software (or ability to learn quickly)
• Proficient in Microsoft Excel
• Strong understanding of construction terminology, materials, and finishes
• Experience preparing work orders, purchase orders, and pricing comparisons
• Strong organizational skills and attention to detail
• Ability to handle multiple projects and deadlines simultaneously
• Effective communication skills, both written and verbal

Preferred Qualifications

• Experience with residential or commercial construction projects
• Background in purchasing, estimating, or construction accounting
• Familiarity with finish selections, customization options, and customer upgrades
• Vendor negotiation or supplier relationship experience

Compensation & Benefits

• In Office Position (not remote)
• Monday thru Friday: 8:00 am to 5:00 pm
• Competitive salary, commensurate with experience
• Annual salary range $50,000 to $65,000
• Company‑paid health insurance
• 401(k) with company match and profit‑sharing
• Paid time off

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off

Experience:

• Construction administrative: 3 years (Preferred)
• Microsoft Excel: 2 years (Preferred)

Ability to Commute:

• Tarpon Springs, FL 34689 (Required)

Work Location: In person

Salary : $50,000 - $65,000