What are the responsibilities and job description for the Construction Administrative Coordinator / Construction Secretary position at The O'Neill Group?
Department: Construction & Development
Reports To: Project Manager, Superintendent, Director of Construction
Employment Type: Full-Time
Work Location: On-Site Poughkeepsie, NY
Compensation: $45,000 – $55,000 annually, commensurate with experience
Position Overview
We are seeking a highly organized and detail-oriented Construction Administrative Coordinator (Construction Secretary) to support active construction and real estate development projects. This role is essential to the day-to-day success of our projects, providing administrative, documentation, and coordination support across both field and office teams.
The ideal candidate has prior exposure to construction or development environments, is comfortable managing multiple priorities, and takes pride in maintaining accurate records, clear communication, and compliance throughout all project phases.
Key Responsibilities
Prepare, organize, and maintain construction documentation including permits, drawings, RFIs, submittals, change orders, contracts, and close-out files
Support contractor onboarding, including insurance tracking, lien waivers, certifications, and compliance documentation
Coordinate calendars, schedule site meetings, and prepare meeting agendas and minutes
Draft, proofread, and distribute professional correspondence, notices, and internal communications
Track purchase orders, invoices, delivery tickets, and budget-related documentation
Maintain logs for inspections, daily reports, safety records, and regulatory compliance
Serve as a liaison between field teams, vendors, consultants, property management, and corporate staff
Organize bid packages, distribute bid requests, and assist with bid tracking and comparison
Update spreadsheets, project schedules, trackers, and reporting dashboards
Provide administrative support for ground-up construction, renovations, and multifamily development projects as needed
Qualifications & Skills
Strong organizational skills with exceptional attention to detail
Prior experience in construction, real estate development, property management, or a related administrative role preferred
Familiarity with construction and project management platforms such as Procore, PlanGrid, Bluebeam, AppFolio, or similar systems
Proficiency in Microsoft Office (Excel, Word, Outlook) or Google Workspace
Excellent written and verbal communication skills
Ability to manage multiple priorities, meet deadlines, and work effectively in a fast-paced environment
Professional, dependable, and collaborative work style
Compensation & Benefits
Annual salary range: $45,000 – $55,000, based on experience and qualifications
Paid Time Off (PTO), including vacation and sick time
Health insurance benefits, including medical coverage (with optional dental and vision, where applicable)
Opportunities for professional growth and long-term advancement within a growing construction and development organization
Equal Employment Opportunity Statement
We are an Equal Opportunity Employer and are committed to creating an inclusive workplace. We consider all qualified applicants without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local laws.
Reasonable accommodations will be provided to individuals with disabilities throughout the hiring process, in accordance with New York State law.
How to Apply:
Qualified candidates are encouraged to submit a resume, cover letter salary requirements, and relevant project portfolio to:
Glenn A. La Mattina - glamattina@theoneillgroup.us
Salary : $45,000 - $55,000