Construction Administrator

Flaherty & Collins Properties•Indianapolis, IN

8d•$65,000 - $75,000•Onsite

About The Position

At Flaherty & Collins Construction, successful projects require more than great builders—they require exceptional support behind the scenes. Our Construction Administrators play a critical role in keeping projects organized, contracts compliant, invoices processed, and project teams operating efficiently from groundbreaking through closeout. We're looking for a Construction Administrator who thrives in a fast-paced environment, enjoys keeping details organized, and takes pride in helping project teams succeed. If you're highly organized, proactive, and enjoy being the person who keeps everything running smoothly, we'd love to meet you.

Requirements

Bachelor’s degree in business administration or 5+ years of Executive Administrative experience.
Enjoy organizing information, managing details, and supporting multiple priorities at once.
Experience in construction administration, project coordination, accounting support, or a related administrative role.
Comfortable working with contracts, invoices, vendor documentation, and project records.
Communicate professionally and confidently with internal teams, vendors, and project stakeholders.
Proficient with Microsoft Office, particularly Excel, Word, and Outlook.
Proactive, resourceful, and always looking for ways to improve processes.
Thrive in a collaborative environment and enjoy supporting others' success.
Embody our values of diligence, integrity, humility, teamwork, and a winning mindset.

Nice To Haves

Experience with Procore, Viewpoint, AIA Contract Documents, or similar construction software is a plus.

Responsibilities

Prepare and manage subcontracts, service agreements, purchase orders, and change orders.
Coordinate vendor onboarding, including W-9 collection, insurance certificates, and compliance tracking.
Process project-related invoices, ensuring accurate coding and supporting documentation.
Review subcontractor pay applications, lien waivers, and payment documentation for completeness and accuracy.
Support monthly draw processes and coordinate payment tracking activities.
Assist with certified payroll administration when required.
Maintain vendor records and perform periodic audits to ensure accurate information.
Work closely with Project Managers to prepare and distribute weekly project status reports.
Coordinate project documentation and administrative activities throughout the project lifecycle.
Support project closeout efforts, including document collection, retainage processing, and lessons learned documentation.
Attend project meetings, capture meeting minutes, and distribute follow-up action items.
Communicate with project teams and leadership to help resolve issues and keep projects moving forward.
Collaborate with construction, accounting, and administrative teams to improve processes and increase efficiency.