Construction Administrator

Milhaus•Indianapolis, IN

About The Position

Milhaus SRG is a national multifamily developer, owner, and operator formed through the spring 2026 merger of Milhaus and Sares Regis Group Residential. The combined platform operates across more than 20 major U.S. markets and employs approximately 1,400 professionals. It is headquartered in Indianapolis, with additional offices in Newport Beach, Los Angeles, New York, Orlando, and Phoenix. The Project Administrator serves as an administrative partner to the construction team, providing project administration, financial oversight, contract management, and document control throughout construction projects. The role supports senior construction leadership by monitoring project financial performance, coordinating project documentation, managing subcontractor and owner agreements, and facilitating communication between construction and accounting. The position helps ensure projects are executed efficiently and accurately while meeting contractual, regulatory, and reporting requirements. The role provides financial review and tracking support to the Senior Vice President of Construction and other construction staff. It tracks job costs from pre-development through construction closeout; assists with owner agreements and change orders; enters and updates project budgets in Vista; sets up and tracks cost books; and prepares project status reports. It also prepares and manages subcontracts and letters of intent, coordinates their execution and distribution, manages subcontractor agreements in AIA software, sets up project exhibits, tracks WBE/MBE/DBE projects through City software, and prepares and routes agreements and change orders. The Project Administrator supports project document management by setting up jobs and subcontractor folders in required systems and maintaining executed agreements, change orders, and certificates of insurance. The role coordinates between accounting and construction by maintaining documents, approving invoices, correcting billing errors, issuing owner change orders when needed for draws, checking construction management project GC AIA documents for accuracy, and tracking subcontractor payments after lender funds are received. Additional coordination includes tracking general contractor licenses and certificates of insurance, ordering safety supplies and signage, researching liens, and closing job information as needed. Other duties may be assigned.

Requirements

College degree or equivalent combination of education and experience.
Five years of previous construction coordination experience.
Excellent organization skills.
Experience using Microsoft Office.
Proficient experience using Vista, AIA, and other construction software.
Very strong communication, listening, and prioritization skills.
Valid driver’s license in the state of residence.

Responsibilities

Provide financial review and job-cost tracking support to the Senior Vice President of Construction and other construction staff from pre-development through construction closeout.
Assist with tracking, filing, and executing owner agreements and change orders.
Enter project budgets in Vista and update them throughout construction; set up and track cost books and prepare status reports.
Prepare and manage subcontracts and letters of intent, coordinate their execution, and distribute or file copies.
Manage subcontractor agreements in AIA software and set up project exhibits.
Set up, update, and track WBE/MBE/DBE projects using City software.
Create and review agreements with project managers, execute them with subcontractors and in Vista, and prepare and route change orders for approval and execution.
Set up jobs and subcontractor project folders in required systems and keep project documents current, including executed agreements, change orders, and certificates of insurance.
Coordinate construction and accounting documentation, approve invoices, request and correct billing errors, and issue owner change orders when needed for draw completion.
Review construction management project GC AIA documents for accuracy and track subcontractor payments after lender funds are received.
Track general contractor licenses and certificates of insurance across states and projects.
Order safety supplies and signage, research liens, and close job information when needed.
Perform other duties as assigned.