Construction Administrator

Job Title: Construction Administrator

• Prepare, maintain, and manage project documentation, including GC pre-qualifications, contracts, change orders, reports, closeout materials, and related project records
• Serve as a key point of contact between project teams, clients, contractors, vendors, regulatory agencies, and internal stakeholders from pre-qualification through project closeout
• Assist with project scheduling by coordinating meetings, tracking project timelines, and supporting milestone updates
• Support budget tracking and financial reporting, including invoice processing, purchase order management, and project billing coordination
• Place reservations with vendors and enter, track, and manage orders for procurement of materials and billing accuracy
• Partner with Project Managers to communicate with vendors on specifications, pricing, changes, delivery timing, and client needs
• Assist with change order processing by coordinating updates with vendors, tracking completion, updating business systems, and supporting AIA adjustments as needed
• Use weekly and monthly reports to keep projects accurate and up to date, including billing opportunities, allowance/extras trackers, Smartsheet updates, and open/closed project reporting
• Track project delivery, order status, invoicing status, and potential issues to help keep projects moving smoothly
• Support AIA billing by preparing and updating pencil billing, submitting information to CM/GC contacts, following up for approvals, and coordinating final billing based on approved completion percentages
• Maintain accurate records of project activities, communications, decisions, invoices, and project closeout requirements
• Collaborate with Project Managers, Designers, and internal teams to compile drawings, LEED submittals, tech sheets, closeout manuals, and required CM/GC or OCIP closeout documentation
• Address administrative issues as they arise and help resolve project-related challenges to support smooth operations
• Perform additional duties and assignments as needed to support team and company objectives

• High school diploma or GED equivalent required; college degree preferred
• 3–5 years of proven experience in construction administration or a similar role
• Experience working with Hedberg is preferred, but not required
• Experience in the construction industry, architectural products, contract furniture, or AIA billing is preferred, but not required; 
• Strong communication, organizational, and follow-through skills with a high level of attention to detail
• Ability to multitask in a fast-paced environment while maintaining accuracy and responsiveness
• Aptitude for numbers and ability to retain, track, and communicate project information clearly
• Proficiency with Windows, Microsoft Word, Excel, Outlook, Bluebeam, and Smartsheet
• Ability to work collaboratively with project teams, vendors, clients, contractors, and internal partners

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