Warranty & Special Projects Administrator

PROCON•Hooksett, NH

About The Position

PROCON is seeking a highly organized, service-oriented Project Administrator to provide administrative and coordination support to its Warranty and Special Projects operations. The role helps keep requests, schedules, documentation, and communication organized across multiple commercial construction projects. The position reports to the Warranty & Special Projects Director. The administrator handles warranty and post-construction service requests from initial report through completion, maintains records and tracks outstanding items, coordinates inspections and corrective work, and communicates with owners, property managers, trade partners, and internal project teams. The role also supports project closeout, owner training, post-occupancy meetings, and administrative coordination for smaller, fast-moving commercial construction projects. Additional project support includes assisting with subcontractor outreach and bids, preparing meeting notes and reports, organizing project documents, and coordinating permits, inspections, deliveries, site access, and other logistics. The position calls for strong organization, communication, customer service, follow-through, discretion, sound judgment, and a collaborative, solution-oriented approach.

Requirements

Strong organizational, communication, customer-service, and follow-through skills, with the ability to manage competing priorities.
Proficiency with Microsoft Outlook, Excel, and Word; comfortable learning new systems.
Ability to work independently, take ownership of assigned administrative tasks, and recognize when escalation is needed.
Collaborative mindset and enthusiasm for working in a team-oriented environment.
Ability to handle sensitive information with professionalism and discretion.
High integrity and sound ethical judgment.
Takes ownership and follows through on responsibilities.
Positive, solution-oriented mindset and resilient attitude.
Works well in teams and has strong communication skills.
Open to innovation and continuous improvement.

Nice To Haves

Experience in construction administration, warranty or service coordination, property management, facilities, or project support.
Experience coordinating vendors or subcontractors and maintaining work orders or project documentation.
Familiarity with Procore, construction documents, and project closeout processes.

Responsibilities

Receive, document, organize, and track warranty and post-construction service requests from initial report through completion.
Maintain warranty logs, work orders, photos, correspondence, cost records, and status reports, and follow up on outstanding items.
Coordinate subcontractor and vendor inspections, site visits, corrective work, building access, and scheduling.
Communicate with owners, property managers, trade partners, and internal project teams regarding status and next steps.
Route issues to appropriate project personnel or trades and elevate recurring, unresolved, or technical issues for review.
Assist with closeout records, including warranties, owner manuals, as-builts, attic stock information, and project directories.
Support owner training sessions, post-occupancy meetings, and related scheduling and documentation.
Provide administrative support for smaller, fast-moving commercial construction projects.
Assist with subcontractor outreach, bid invitations, proposal collection, and follow-up.
Prepare and distribute meeting notes, action lists, project correspondence, and routine reports.
Organize submittals, purchase orders, change documentation, invoices, and project files.
Help coordinate permits, inspections, deliveries, site access, and other project logistics.
Maintain organized electronic records and help improve administrative tracking and communication processes.