Construction Administrator

Milhaus•Indianapolis, IN

About The Position

The Project Administrator serves as a key 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 teams. It helps ensure projects are executed efficiently and accurately and comply with contractual, regulatory, and reporting requirements. Responsibilities include providing financial review and tracking support from pre-development through construction closeout; managing budgets, cost books, and status reports; preparing and administering subcontracts, letters of intent, project exhibits, and change orders; maintaining project documents and subcontractor records; coordinating accounting and construction processes, including invoice review and payment follow-up; and supporting construction tracking, licensing, insurance, safety supplies, and project closeout.

Requirements

College degree or equivalent combination of education and experience.
Five years of previous construction coordination experience.
Excellent organizational skills.
Experience using Microsoft Office.
Proficiency with 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 tracking support to the Senior Vice President of Construction and other construction staff, tracking job costs 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 during construction; set up and track cost books and provide status reports.
Prepare and manage subcontracts and letters of intent, coordinate their execution and distribution, and manage subcontractor agreements in AIA software.
Set up project exhibits and track WBE, MBE, and DBE projects using City software.
Create and review agreements with project managers, execute agreements with subcontractors and in Vista, and prepare change orders for approval and subcontractor execution.
Support document management by setting up jobs and project folders in required programs and systems, and maintaining executed agreements, change orders, and certificates of insurance.
Coordinate between accounting and construction by maintaining documents, approving invoices, requesting and correcting billing errors, and issuing owner change orders when needed for draws.
Review construction management project GC AIA documents for accuracy and track subcontractor payments after lender funds are received.
Support the VP of Project Management with construction tracking, including tracking 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.