Construction Assistant / Project Administrato

Wichita Tribal Enterprise • Edmond, OK

4d

About The Position

Southwind Construction Services LLC, a Quivera Enterprises subsidiary, is seeking an experienced, highly organized Construction Assistant / Project Administrator to support Project Managers, field personnel, and company administrators across multiple construction projects and entities. The position supports planning, coordination, execution, documentation, and closeout for federal, public, commercial, and private construction projects. It combines construction project administration, document control, and Assistant Project Manager responsibilities to help ensure projects are completed safely, on schedule, within budget, and in accordance with contract requirements and quality standards.

Working under the direction of the Project Manager, the role serves as a coordination point among Project Managers, Superintendents, Quality Control personnel, Site Safety & Health Officers, subcontractors, vendors, designers, owners, Government representatives, Accounting, Contracts, and other internal support teams. The position supports project planning, scheduling, budgeting, cost tracking, estimating, bids, proposals, preconstruction, design coordination, permitting, and project closeout. It also maintains project documentation and electronic files; coordinates submittals, RFIs, contracts, procurement, cost documentation, meetings, reports, quality records, safety records, and turnover materials; and tracks deadlines, outstanding actions, and missing documentation.

The work combines office and construction job-site settings. It is primarily sedentary and involves regular computer, phone, and standard office-equipment use. Occasional job-site visits may involve standing, walking, bending, reaching, lifting or carrying project materials and documents, walking over uneven terrain, climbing stairs, and exposure to weather, noise, dust, equipment, and other typical construction-site conditions. Required PPE must be worn when applicable. Travel to project and job-site locations may be required.

The company is an Equal Opportunity Employer. As a tribally owned organization, Quivera Enterprises and its subsidiaries may apply Indian Preference in accordance with applicable tribal, federal, and contractual requirements where authorized by law.

Requirements

• U.S. citizenship is required.
• Ability to obtain and maintain the required Government security clearance, if required by the contract.
• Ability to successfully complete applicable background check and drug-screening requirements.
• Ability to comply with federal, client, company, and site-specific safety requirements.
• Ability to travel to project and job-site locations as required.
• Minimum of two years of experience in construction project administration, project coordination, document control, Assistant Project Management, or a closely related construction support role.
• Proficiency with Microsoft Word, Excel, Outlook, and Teams.
• Strong organizational and document-control skills with exceptional attention to detail.
• Demonstrated ability to maintain project records, track document revisions, manage logs, and prepare professional project correspondence.
• Ability to support multiple Project Managers and active projects simultaneously while managing competing priorities and deadlines.
• Strong written and verbal communication skills and ability to coordinate professionally with subcontractors, vendors, project personnel, clients, Government representatives, and internal departments.
• Ability to follow established workflows, identify missing or incomplete information, and appropriately elevate unresolved issues.
• Dependable follow-through and ability to complete assigned responsibilities with limited day-to-day prompting.
• Ability and willingness to learn company systems, construction terminology, contractual requirements, and project documentation processes.

Nice To Haves

• Bachelor’s degree in Construction Management, Engineering, Business Administration, or a related field; equivalent relevant construction experience will also be considered.
• One to three years of experience supporting construction projects; federal construction experience is strongly preferred.
• Experience using Procore or a comparable construction management platform.
• Experience with USACE RMS or similar Government construction management and reporting systems.
• Familiarity with submittal registers, RFI logs, change orders, subcontract documentation, payment applications, project schedules, and construction closeout procedures.
• Experience supporting federal, Government, or design-build construction projects.
• Experience coordinating documentation across multiple active construction projects or company entities.
• Familiarity with federal construction documentation, quality-control, and project-reporting requirements.
• Experience with construction accounting or project cost-control systems.
• Preferred software experience: Procore, USACE RMS, SAGE / Timberline, Oracle Primavera P6 and/or Microsoft Project, Microsoft Word, Excel, Outlook, and Teams, Microsoft 365 / SharePoint, Adobe Acrobat, and WebEx.

Responsibilities

• Assist Project Managers with planning, coordination, execution, and closeout of assigned construction projects.
• Support project planning, scheduling, budgeting, cost tracking, and cost-control activities; assist with estimating, bids, proposals, and preconstruction as assigned.
• Coordinate communication and documentation among project teams, field operations, subcontractors, vendors, designers, owners, Government representatives, and internal departments.
• Support design coordination, reviews, permitting, and other project requirements; update schedules, cost reports, forecasts, and tracking tools using approved project information.
• Monitor deadlines, outstanding actions, missing documentation, and administrative issues; follow up with responsible parties and elevate concerns to the appropriate Project Manager.
• Establish and maintain submittal registers; request and collect submittal materials; check packages for administrative completeness; coordinate reviews and routing; record comments; distribute reviewed documents; and track overdue items.
• Establish and maintain organized electronic project files using Procore, Microsoft 365, and other approved systems; maintain project documentation, logs, correspondence, drawings, specifications, meeting records, reports, and control documents.
• Track RFIs, submittals, drawings, correspondence, change documentation, meeting minutes, action items, and other project records; control document revisions and maintain required logs.
• Prepare routine reports and summaries identifying outstanding documents, approaching deadlines, unresolved actions, and items requiring management attention.
• Assist with subcontract and purchase-order packages, and track agreements, insurance certificates, vendor and subcontractor documentation, change orders, invoices, payment applications, and project-cost records.
• Coordinate with Project Managers, Accounting, Contracts, subcontractors, vendors, and administrators to resolve missing or incomplete contractual and financial documentation.
• Schedule project and coordination meetings; prepare agendas, presentations, reports, and supporting materials; attend meetings, prepare minutes, document decisions and action items, distribute minutes, and follow up on actions.
• Maintain project calendars, schedules, milestones, and action-item logs; prepare correspondence and communicate professionally with project stakeholders.
• Assist with quality-control and site-safety documentation, inspections, testing records, deficiency items, corrective actions, Government reporting, and required quality records.
• Coordinate with the Superintendent, Quality Control Manager, and Site Safety & Health Officer to complete and maintain administrative records; comply with applicable safety requirements when visiting active sites.
• Support closeout from substantial completion through final acceptance by collecting, organizing, and tracking warranties, O&M manuals, record drawings, as-builts, training records, certifications, testing documentation, and other turnover materials.
• Maintain closeout logs, follow up on outstanding requirements, support punch-list documentation, assist with final document delivery to owners or Government, and complete electronic filing and project archiving.
• Provide general administrative support, maintain records in accordance with retention requirements, handle confidential information appropriately, follow company workflows, identify incomplete information, and elevate unresolved issues.
• Perform additional duties as assigned to support project execution and company operations.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed