Job Description: We are looking for an experienced Construction Project Administrator in our Yountville facility. This position provides administrative and project coordination support for public works and civil construction projects. This position is responsible for developing, organizing, and maintaining accurate project documentation while supporting the construction management team throughout all phases of a project.
The Construction Project Administrator will use project and contract management systems, spreadsheets, financial tracking tools, and word-processing software to maintain project records, budgets, correspondence, meeting documentation, requests for information, submittals, purchase orders, and other construction-related materials.
The successful candidate will be highly organized, detail-oriented, self-motivated, and comfortable managing multiple priorities in a fast-paced construction or field office environment. Strong written and verbal communication skills, data-entry accuracy, and a commitment to responsive service are essential.
Essential Duties and Responsibilities: - Develop, organize, and maintain electronic and hard-copy project files in accordance with established document-control procedures.
- Create and maintain project logs, including requests for information, submittals, change orders, correspondence, meeting action items, and other project-related records.
- Enter, update, and track project information using contract and construction management software.
- Develop and maintain Excel spreadsheets, reports, trackers, and financial documentation.
- Accurately enter, reconcile, and maintain project budgets and cost information for monthly reporting.
- Prepare meeting agendas, attend project meetings, record detailed meeting minutes, and track follow-up items.
- Prepare, print, distribute, and process purchase orders, invoices, and related project documentation.
- Provide general administrative support, including scanning, copying, filing, document formatting, and records management.
- Coordinate with project owners, construction managers, inspectors, contractors, consultants, vendors, and other project stakeholders.
- Assist with the preparation and distribution of project correspondence, reports, notices, and presentation materials.
- Monitor project deadlines and help ensure required documentation and administrative deliverables are completed on time.
- Maintain the confidentiality, accuracy, and integrity of project and financial records.
- Perform other project administration and construction support duties as assigned.
Core Competencies: - Ability to work independently with minimal supervision while contributing effectively within a team environment.
- Ability to manage multiple assignments with competing deadlines and varying levels of priority and complexity.
- Strong attention to detail and commitment to producing accurate, complete, and timely work.
- Excellent organizational, time-management, and document-control skills.
- Strong written and verbal communication skills, with the ability to communicate professionally with internal and external stakeholders.
- Strong data-entry skills with demonstrated accuracy.
- Effective problem-solving, analytical, and follow-through skills.
- Professional, service-oriented attitude and willingness to support the needs of the project team.
- Dependable attendance and ability to meet the scheduling requirements of the position.
- Ability to adapt to changing project needs and work effectively in a fast-paced environment.
Requirements
Minimum Qualifications: - Bachelor's degree in construction management, business administration, engineering, or a related field is preferred.
- Minimum of five years of construction administration, project administration, document control, or construction office engineering experience.
- Experience supporting public works, civil, infrastructure, or municipal construction projects is preferred.
- Working knowledge of construction management terminology, processes, documentation, and industry nomenclature.
- Proficiency in Microsoft Office, including Word, Excel, Outlook, and related business applications.
- Intermediate-level Excel skills are preferred, including experience creating and maintaining formulas, spreadsheets, trackers, and reports.
- Experience using construction or contract management software to track project documentation, RFIs, submittals, meeting minutes, and project communications.
- Experience working in a construction field office or similarly fast-paced project environment.
- Demonstrated ability to prioritize workload, meet deadlines, and maintain accurate project records.
Benefits: - 401(k)
- 401(k) match
- Dental insurance
- Flexible spending account (FSA)
- Health insurance
- Paid time off
- Vision insurance
- Employee Assistance Program
This is a full-time position with benefits and a starting annual pay range of $76,640 - $94,036. The starting base pay is dependent on the experience and qualifications of the candidate.
Schedule: - Full-Time, 8 hours a day
- Monday to Friday
- On-Site, in Yountville, CA
Salary Description
$76,640 - $94,036.
