Construction Administrator

POP MART Americas Inc. • Los Angeles, CA

5d • Onsite

About The Position

We are seeking a highly organized, detail-oriented, and proactive Construction Project Administrator to support our Project Managers and field teams in the successful execution of commercial construction projects. This role involves coordinating administrative tasks, managing documentation, supporting billing and reporting processes, and ensuring compliance with project requirements. The ideal candidate will be tech-savvy, action-oriented, and capable of handling multiple priorities in a fast-paced environment.
We follow an office policy with an expectation of five days per week working onsite. Being together in person helps us collaborate, stay connected, and build a strong team culture. At POP MART, we foster a high-trust environment and trust our employees to make decisions that support both the team and the business.

Requirements

• High school diploma or GED.
• Minimum of 2 years of direct experience as a Project Administrator or Project Assistant.
• Valid driver’s license.
• Strong written and verbal communication skills.
• Excellent organizational and time management skills.
• Familiarity with accounting and budgeting practices.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with DocuSign and construction industry software.
• High attention to detail and accuracy.

Nice To Haves

• Bachelor’s degree in business administration or related field (or equivalent experience).
• 4+ years of experience in project coordination or administration.
• Experience with Smartsheet’s, Prolog and/or MS Project.
• Prior experience in the construction industry or similar project-based environments.

Responsibilities

• Support the construction team with internal reports, outgoing documents, vendor payments and work orders.
• Assist the construction team with other administrative duties such as preparing weekly project updates and reporting, arranging travel, scheduling meetings, preparing meeting agendas, documenting, tracking and following-up and closing-out action items.
• Assemble and provide project folders for general contractors, architects and other vendors including design and construction documents.
• Regularly review and verify vendor and subcontractor invoices. Compare purchase orders/work orders and recommend payment.
• Assist Project Managers with monthly client billings, cost proposals, invitations to bid, purchase orders, and work orders.
• Assist Project Managers with preparing project schedules and milestones, evaluating project cost forecasts, and distributing periodic project updates.
• Facilitate the project change management process including scope change notices and cost documentation.
• Coordinate and track documentation related to schedule impacts, contract changes and submittals.
• Receive, log, track, archive, and distribute project documents (electronic and paper).
• Maintain contract documents, drawings, and electronic folders for general contractors, architects and other vendors.
• Update and maintain Excel, Smartsheet’s and other workbooks.
• Track and ensure receipt and execution of vendor/subcontractor amendments, bonds, and releases.
• Prepare and process transmittals, submittals, and correspondence in compliance with project documentation standards.
• Ensure timely resolution of review comments and maintain logs for quality, client, and constructability reviews.
• Perform data entry.
• Research invoices; support cost-to-complete tracking and reporting.
• Maintain tracking and reporting of project status and timelines.
• Extremely proficient Project Management Software.

Benefits

• Market-competitive packages: we provide 401k, health insurance, PTO leave, paid sick leave, and family leave, etc.
• Opportunities to learn and lead: we provide on-the-job training to ensure employees are equipped with the most up-to-date skill sets and knowledge
• Career development: we work with you to advance your career through short-term assignments, and new experiences, etc.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees