Office Administration - Construction

Located in Columbus, OH

Salary: $50,000-$60,000

CONSTRUCTION ADMINISTRATOR ASSISTANT

JOB DESCRIPTION

Leadership ? Honesty ? Growth

Position Title: Construction Administrator Assistant
FLSA Classification: Non-Exempt
Reports To: Construction Administrator
Works Closely With: Construction Administrator, Project Managers, Operations, Billing, Accounts Payable, Field Staff, Vendors, Subcontractors, Leadership

Salary: $50,000-$60,000

Position Summary

The Construction Administrator Assistant provides administrative, documentation, compliance, billing, permitting, inspection, system, and office support to the Construction Administrator, Project Managers, and Operations. This position helps ensure project documentation, billing support, office communication, and compliance files are accurate, organized, and completed in a timely manner.

Position Accountability

The Construction Administrator Assistant is accountable for:

• Reception and office communication flow
• Administrative routing and document organization
• AIA billing package support
• Lien waiver and payment release documentation support
• Permit, license, inspection, and municipal tracking support
• Project compliance file maintenance
• ERP and project management system data entry and basic user support
• Project file organization, version control, and archiving
• Uniform inventory tracking

Essential Functions

Reception, Office Communication, and Administrative Support

• Manage reception, call flow, administrative routing, visitor reception, and office communication.
• Coordinate office supplies, mail, document flow, scanning, filing, distribution, and general office organization.
• Support office scheduling, meetings, administrative logistics, conference room coordination, and leadership administrative follow-up.
• Provide administrative support to the Construction Administrator, Project Managers, and Operations as needed.
• Assist with special projects, audits, and reporting requests.
• Support continuous improvement of administrative workflows and processes.
• Track uniform inventory.

AIA Billing and Invoice Support

• Assist in preparing AIA billing packages, including gathering backup documentation, schedules of values, and supporting materials.
• Track billing deadlines and notify the Construction Administrator and Project Managers of upcoming due dates.
• Assist with invoice formatting, document assembly, and submission preparation.
• Support collection of required signatures and notarization coordination.
• Identify missing documentation and follow up with internal teams to ensure completeness.
• Assist in reconciling documentation discrepancies before billing cycles.

Lien Waiver and Payment Release Documentation

• Prepare lien waivers and supporting documents for review and submission.
• Track waiver status and maintain organized records of executed documents.
• Coordinate with Accounts Payable and project teams to gather subcontractor and vendor documentation.
• Assist in organizing documentation required for payment releases.

Permitting, Licensing, and Municipal Documentation Support

• Assist in preparing and submitting permit applications and related documentation.
• Track permit status and inspection requirements while maintaining logs for Project Managers.
• Support contractor license registrations, renewals, and municipal documentation tracking.
• Maintain organized records of licenses, permits, and registrations.

Project Compliance Files and Notices

• Maintain project compliance files, ensuring documentation is complete and properly stored.
• Track Notices of Commencement and required project notices; assist with preparation and filing.
• Support job startup documentation and ensure required compliance items are in place.
• Assist with project closeout documentation, including organizing required deliverables.

ERP and Project Management System Support

• Perform data entry into the company's ERP, project management, and reporting systems with a high level of accuracy.
• Assist users with basic system navigation and workflow questions.
• Document common system issues and report them to the Construction Administrator.
• Support report generation and data validation efforts.

Inspection Coordination and Follow-Up

• Assist in purchasing inspections and coordinating scheduling logistics for Project Managers.
• Track inspection dates, results, and required follow-up actions.
• Coordinate with internal teams to ensure administrative tasks align with project timelines.

Documentation Follow-Up and File Management

• Follow up with Project Managers, field staff, vendors, and subcontractors for missing documentation.
• Maintain clear and professional communication regarding administrative requirements and deadlines.
• Escalate unresolved issues, delays, or missing information to the Construction Administrator.
• Maintain organized electronic and physical project files in accordance with company standards.
• Ensure proper version control and document naming conventions are followed.
• Archive completed project files and documentation.

Communication Responsibilities

• Maintain clear and professional communication with Project Managers, field staff, vendors, subcontractors, and internal teams.
• Notify the Construction Administrator and Project Managers of upcoming billing deadlines, missing documentation, permit status, inspection needs, and compliance items.
• Escalate unresolved issues, delays, missing information, or repeated documentation problems to the Construction Administrator.

Supervisory Responsibilities

This position has no direct supervisory responsibilities.

Leadership and Professional Conduct Expectations

The Construction Administrator Assistant is expected to model the organization's standards of professionalism and accountability by:

• Maintaining professional communication at all times
• Supporting a respectful work environment
• Addressing administrative issues constructively
• Demonstrating ownership of assigned documentation, tracking, and follow-up responsibilities
• Escalating concerns appropriately
• Supporting company culture and organizational values
• Maintaining composure during deadlines, interruptions, missing-document follow-up, and administrative requests

Required Professional Behaviors

Successful Construction Administrator Assistants consistently demonstrate:

• Strong organizational skills
• Attention to detail
• Documentation discipline
• Timely follow-up
• Professional communication
• Accuracy
• Customer service mindset
• Team collaboration
• Accountability
• Willingness to support multiple departments

Decision Authority

The Construction Administrator Assistant has authority to:

• Route calls, visitors, documents, and administrative items appropriately
• Track deadlines, permits, inspections, waivers, notices, and missing documentation
• Request missing documents from internal teams, vendors, subcontractors, and field personnel
• Perform accurate data entry and document organization
• Escalate unresolved issues to the Construction Administrator

The following issues must be escalated to the Construction Administrator:

• Missing documentation
• Billing deadline concerns
• Permit or inspection delays
• Documentation discrepancies
• System issues
• Version control or file integrity concerns
• Unresolved follow-up items
• Vendor, subcontractor, field staff, or Project Manager non-responsiveness

Qualifications

• High school diploma required; associate degree or equivalent experience preferred
• Administrative, construction administration, office coordination, or project support experience preferred
• Experience with filing, document control, billing support, permitting, or compliance documentation preferred
• Experience with ERP systems, project management software, or document management systems preferred

Knowledge, Skills, and Abilities

• Strong administrative and organizational skills
• High attention to detail and accuracy
• Ability to manage multiple deadlines and documentation requests
• Strong written and verbal communication skills
• Proficiency with Microsoft Office, scanning, filing, ERP systems, and document management tools
• Ability to maintain organized electronic and physical files
• Ability to follow naming conventions, version control, and company documentation standards

Performance Metrics

Administrative Performance

• Accuracy and timeliness of administrative support
• Responsiveness to internal administrative needs
• Reception, call routing, and office communication consistency
• Uniform inventory tracking accuracy

Billing and Compliance Support Performance

• Completeness of billing support documentation
• Timeliness of billing deadline tracking
• Completeness of permit, inspection, license, waiver, and project compliance files
• Accuracy of Notices of Commencement and project notice tracking

File and System Performance

• Accuracy of ERP and project management system data entry
• Quality of file organization, naming conventions, version control, and archiving
• Timely documentation of system issues and escalation to the Construction Administrator

Performance Concern Indicators

Performance concerns may include:

• Poor document organization
• Missed billing or compliance follow-up
• Inaccurate data entry
• Failure to track permits, inspections, waivers, or notices
• Failure to escalate missing information
• Inconsistent reception or call routing
• Poor version control or file naming practices
• Delayed administrative support
• Unprofessional communication with internal or external contacts

Work Environment and Physical Demands

This position operates primarily in an office environment.

Physical Requirements May Include

• Prolonged periods of sitting and computer work
• Frequent phone, email, scanning, filing, and office equipment use
• Frequent movement within the office for reception, filing, mail, supplies, and document flow
• Occasional lifting or carrying of office supplies, project files, or uniform inventory
• Ability to operate standard office equipment

Employment Classification

This position is classified as non-exempt under the Fair Labor Standards Act and is eligible for overtime compensation.

 

Apply online @ expresspros.com/columbusoh

We have been serving Columbus for 30 years, Columbus has rated us #1 in staffing on Google

Express Columbus Metro West

1065 Bethel Road, Columbus Ohio, 43220

Call or Text: 614-278-7707

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