Construction Project Administrative Coordinator
About The Position
The Construction / Project Administrative Coordinator provides essential administrative documentation and reporting support to Construction Managers and Field Engineers across multiple active utility construction projects. This role ensures project records are accurate, complete, compliant, and timely, while supporting coordination, reporting, and communication efforts that enable safe, efficient, and cost-effective project delivery. This position plays a critical role in maintaining organized project files, tracking documentation, supporting financial and schedule reporting, and assisting with contractor and stakeholder coordination.
Requirements
- High school diploma or equivalent required; associate or bachelor’s degree preferred.
- 2+ years of administrative or project support experience, preferably in construction, utilities, engineering, or infrastructure environments.
- Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint); ability to manage spreadsheets and reports.
- Strong written and verbal communication skills.
- Excellent organizational skills with strong attention to detail.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
Responsibilities
- Provide day-to-day administrative support to Construction Managers and Field Engineers supporting electric and/or gas distribution projects.
- Maintain organized project files, databases, field binders, and electronic records in accordance with company and client requirements.
- Track and manage incoming and outgoing project documentation, ensuring completeness, accuracy, and compliance.
- Support job setup, closeout activities, and post-construction documentation.
- Assist with preparation, review, routing, and tracking of:
- Estimates, change orders, proposals, and work packages
- As-builts, redlines, and post-construction documentation
- Permits, outage documentation, and inspection records
- Ensure all required project documentation is collected, filed, and retained by program and regulatory standards.
- Support audit readiness by maintaining accurate and traceable records.
- Prepare routine reports related to cost tracking, schedules, job status, and performance metrics.
- Enter, update, and validate data in project management systems and spreadsheets.
- Assist Construction Managers by compiling reports and data analysis for internal and client reporting.
- Track action items, deadlines, and deliverables across multiple projects.
- Coordinate meetings, job reviews, and project-related communications.
- Support coordination with internal teams, contractors, inspectors, and other stakeholders.
- Assist with customers and third-party correspondence as directed by the Construction Manager or Field Engineer.
- Serve as a central point of contact for administrative inquiries related to assigned projects.
- Assist with invoice tracking, review support, and documentation related to contractor billing.
- Support cost tracking and reconciliation activities.
- Help maintain contract documentation and onboarding records for contractors as needed.
Benefits
- 401(k) Plan
- Employee Stock Purchase Plan
- Health, Dental, & Vision Insurance
- Voluntary Life Insurance
- Voluntary Short Term & Long-Term Disability
- Paid time off
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
