Construction Administrator

For over 25 years, Polhemus Savery DaSilva (PSD) has collaborated with individuals, families, and institutions to design, build and maintain exceptional custom homes, structures and landscapes that celebrate creative design and quality craftsmanship, honor their natural environments, and set the stage for lasting memories — for generations to come.

PSD is nationally recognized for thoughtfully integrated architecture and construction on Cape Cod and coastal southeastern New England. PSD provides a highly collaborative process that is as special as the buildings we create. Our single-source approach provides seamless communication among the project team and our clients to ensure we meet deadlines, stay on budget, and deliver quality workmanship that realizes our client’s vision.

We are seeking an experienced, highly organized administrator to join our Construction team and assist with administrative tasks and permitting. This key role requires an individual with a strong background in administrative support, regulatory filings, permitting processes, and construction coordination. The ideal candidate will work closely with the construction and project management teams, helping to facilitate the permitting process and ensuring that all necessary administrative tasks are efficiently managed.

Essential Duties and Responsibilities include, but not limited to:

Administrative Support:

• Provide administrative assistance to the Construction Department, including scheduling meetings, managing calendars, and preparing meeting agendas and documentation.
• Maintain and organize both paper and digital files, ensuring that important documents are easily accessible.
• Prepare reports, presentations, and correspondence as needed.
• Serve as a liaison between the Construction team and external stakeholders, facilitating communication and providing timely responses to inquiries.
• Assist with travel and logistics coordination for the Construction team.
• Help ensure compliance with company policies and procedures.

Permitting & Project Support:

• Support the permitting process for projects, working closely with Construction Project Managers to assist in submission of building permit applications, zoning approvals, and other necessary regulatory filings.
• Track and maintain records of all permits, ensuring timely updates and distributing them to the appropriate project teams.
• Assist in scheduling and coordinating pre-construction site reviews with relevant parties (e.g., conservation, project managers, landscape architects, etc.).
• Communicate permitting requirements and restrictions, such as Orders of Conditions or Special Conditions, during project kick-offs and throughout the construction process.
• Support the Construction Team with the utility disconnect process, ensuring it is scheduled according to project timelines.
• Support the Construction team by tracking the permitting status and ensuring all requirements are met for a smooth project progression.
• Aid in proposal execution, regulatory filings, and zoning support for business development initiatives.

Required Skills and Experience:

• Minimum 3 years of experience in administrative roles, preferably within construction or a related field.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, Project).
• Excellent organizational skills with the ability to manage multiple tasks and deadlines.
• High level of attention to detail and accuracy in managing documentation.
• Ability to work independently and as part of a collaborative team.
• Strong communication skills, both written and verbal.
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.
• Strong problem-solving skills and the ability to navigate complex challenges effectively.

Preferred Qualifications:

• Associates Degree or Bachelors preferred
• Experience working with permitting and zoning.
• Familiarity with construction industry practices and terminology.
• Previous experience supporting senior-level executives in administrative capacities.

Physical Demands:

• Ability to perform tasks that require occasional lifting, carrying, or moving up to 25 pounds.
• Capable of performing administrative duties that may involve bending, reaching, and using office equipment.

Working Conditions:

• Full-Time In-Office environment with occasional out of office visits.
• May be exposed to field environments and construction site conditions.

Note: The above statements are intended to describe the general nature and level of the work being performed by people assigned this job. They are not exhaustive lists of all duties and responsibilities, knowledge, skills, abilities, physical job demands and working conditions associated with the job.