What are the responsibilities and job description for the Construction Project Administrator position at Vaco by Highspring?
Vaco is hiring a Construction Project Administrator for a full time, direct hire role with our client based in Avon, IN. This position provides essential support to our low voltage project management team ensuring all documentation, communication, and financial records are up to date.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Project Documentation Management: Maintain and organize all project files, including contracts, permits, etc. Ensure all documents are easily accessible and up to date.
- Financial Administration: Assist with processing invoices, tracking payments, and preparing financial reports. Work closely with the accounting department to ensure accurate billing and vendor payments.
- Communication & Coordination: Act as a central point of contact for internal teams, subcontractors, vendors, and clients. Schedule meetings, draft correspondence, and distribute project updates as needed.
- Contract and Submittal Processing: Prepare, review, and track contracts and submittals. Ensure all required information is included and that documents are submitted on time.
- Reporting: Prepare various project reports, including progress summaries, expense reports, and other administrative documents for review by management.
- Office Support: Handle general administrative tasks such as fielding phone calls, filing, and data entry.
QUALIFICATIONS:
- High School diploma, GED, or equivalent required - Bachelor's degree a plus.
- 5 years minimum in a dedicated administrative role, preferably within a commercial or industrial setting.
- High-level proficiency with the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, Teams).
- Proficiency in ProCore construction software and BlueBeam.
- Strong organizational skills and attention to detail.
- Excellent written and verbal communication skills.
- Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
- Proactive and self-motivated with a strong work ethic.
- Ability to work both independently and as part of a team.
- Construction experience is a strong plus.
- Familiarity with OSHA regulations and safety standards applicable to the electrical industry (e.g., NFPA 70E) is highly desirable.
- Mathematics - Using mathematics to solve problems
- Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one
- Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making
- Problem Solving - Identifying problems and reviewing related information to develop and evaluate options and implement solutions
- Monitoring - Monitoring/Assessing performance of yourself to make improvements or take corrective action
- Service Orientation - Actively looking for ways to help people
- Computer Skills - Proficient in using MS Office Suite including email, routine database and network activity, word processing, and spreadsheets
Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan.
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual's skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.