Position Title: Construction Administrative Coordinator
Join a well-established, family-owned mechanical construction company seeking an organized and personable Office Administrator / Project Coordinator. This key role supports our project management and accounting teams while serving as the hub of our office operations. The ideal candidate is comfortable managing AIA billing, accounts receivable, project documentation, answering phones, and managing office supplies.
Core Responsibilities
Project Management Support
• Set up new jobs and maintain project files.
• Assist Project Managers with contract administration.
• Prepare and submit AIA billing applications (G702/G703).
• Track change orders and project documentation.
• Compile and distribute O&M manuals and closeout packages.
Accounting & Accounts Receivable
• Generate invoices and maintain AR records.
• Assist with vendor documentation.
• Coordinate with accounting on project cost tracking.
Office Administration
• Serve as receptionist and answer incoming calls as needed.
• Manage office supply inventory and place orders.
• Handle incoming and outgoing mail and deliveries.
• Maintain filing systems and general office organization.
• Provide administrative support to company leadership as needed.
Ideal Candidate
• 3+ years of construction office experience
• Experience with AIA billing and construction accounting processes.
• Notary
• Strong organizational and multitasking skills.
• Professional and friendly phone presence.
• Proficiency in Microsoft Office (especially Excel and Outlook).
• Proficiency in Bluebeam
• Experience with Sage, Timberline, Viewpoint, Procore or similar construction software is a plus.
• Self-motivated with the ability to work independently in a fast-paced office.
Hours: 32-40 hours per week, Monday-Friday
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