Construction Administrator/Project Coordinator

LBMC Staffing Solutions•Goodlettsville, TN

About The Position

This role provides comprehensive administrative and operational support across various functions including project management, estimating, general office administration, vendor/client coordination, safety and compliance, and marketing. The Construction Administrator/Project Coordinator will be instrumental in ensuring smooth project execution, efficient office operations, and effective communication among all stakeholders. This position requires a highly organized, detail-oriented individual with strong communication skills and the ability to manage multiple tasks simultaneously in a fast-paced construction environment.

Requirements

Proficiency in construction-management and administrative software.
Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Ability to handle confidential information with discretion.
Detail-oriented with strong problem-solving abilities.
Ability to manage multiple tasks and prioritize effectively.
Professional demeanor and strong interpersonal skills.

Nice To Haves

Experience in the construction industry.
Familiarity with construction documentation (subcontracts, POs, change orders, RFIs, submittals).
Experience with estimating support and bid coordination.
Knowledge of safety program administration and compliance documentation.

Responsibilities

Provide administrative and operational support to project managers, superintendents, and senior leadership.
Assist with preparing, processing, tracking, routing, and filing subcontracts, purchasing orders, change orders, and other contractual documents.
Coordinate document workflows to ensure documents are properly prepared, distributed, returned, executed, logged, and stored.
Monitor outstanding documents and follow up with the appropriate parties to keep matters moving.
Assist with project correspondence, submittals, RFIs, procurement logs, change-order tracking, and other project controls.
Prepare meeting agendas, attend meetings when appropriate, take accurate minutes, and maintain action-item lists.
Assist with punch-list tracking and project closeout, including collecting warranties, lien releases, operating information, and assembling Operations and Maintenance manuals.
Coordinate occasional building maintenance and operational-support activities.
Assist the estimating team with subcontractor solicitation and bid communications, organizing proposals, and scope coordination.
Help prepare estimates, sketches, presentations, qualifications packages, and proposals.
Maintain and update subcontractor and vendor contact information.
Assist with distribution of drawings, specifications, addenda, and other bidding documents.
Provide direct administrative support to company leadership and the operations team.
Answer and manage incoming calls, inquiries, messages, and requested callbacks professionally.
Coordinate meetings, conference calls, calendars, and related logistics.
Draft and edit professional emails, letters, reports, meeting minutes, and other correspondence.
Organize information and help leadership track assignments, deadlines, and follow-up items.
Coordinate printing of plans, specifications, and other project documents.
Order office supplies and assist with other general office needs.
Handle confidential company, employee, client, and project information with discretion.
Communicate professionally with owners, architects, engineers, subcontractors, suppliers, and internal team members.
Organize documentation required to establish new subcontractors and vendors.
Maintain current subcontractors, vendor, and business records.
Follow up consistently on missing information, pending decisions, and outstanding commitments.
Help ensure communication among the office, project teams, and outside parties remains timely and organized.
Assist with administration of the company’s safety program, including maintaining safety training records, certifications, and related documentation.
Coordinate annual certifications and recertifications with applicable agencies.
Support records-retention procedures and organize electronic and physical files.
Maintain project templates, internal records, and administrative systems.
Assist with compliance documentation as directed by management.
Learn and effectively use the company’s construction-management and administrative software.
Serve as a support resource for company software and assist other employees with basic usage when needed.
Maintain and update company project sheets, qualifications packages, proposal templates, and other marketing materials.
Assist with developing proposals using the company’s marketing and project-history information.
Help coordinate company meetings, training sessions, and special events.
Support special projects and company initiatives as assigned.