FULL TIME | IN-OFFICE
Job Title: Construction Administrator
Location: Mountain Brook, AL
Employment Type: Full-time – Salaried
Reports to: EVP of Construction – Project Managers
We are seeking a detail-oriented and organized Construction Administrator to join our team in a fast[1]paced construction environment. This role supports project managers, superintendents, and the overall operations team by managing administrative tasks related to financial tracking, subcontractor compliance, and project coordination. The ideal candidate is proactive, proficient in Microsoft Office tools, and thrives in a collaborative office setting.
Key Responsibilities
- Enter and process invoices and purchase orders (POs), and related financial documentation to ensure accurate and timely payments.
- Obtain, review, and monitor certificates of insurance (COIs) and other required compliance documents from subcontractors and vendors; follow up as needed to maintain current records and project compliance.
- Provide administrative support to project managers and onsite superintendents, including preparing correspondence, organizing project files, scheduling meetings, and handling documentation requests.
- Maintain organized digital and physical project records, including filing, scanning, and updating logs or trackers.
- Utilize Microsoft Office Suite daily, including Outlook (email and calendar management),
- Microsoft Teams (communication and collaboration), Word (document creation/editing), and Excel (data entry, spreadsheets, basic tracking formulas, and reporting).
- Assist with other general office administrative duties as needed to support team efficiency.
- Communicate effectively with internal team members, subcontractors, vendors, and other stakeholders.
Qualifications & Requirements
- High school diploma or equivalent required; associate’s or bachelor’s degree in business administration, construction management, or a related field preferred.
- Minimum 1–3 years of administrative experience, preferably in construction, contracting, or a related industry.
- Strong proficiency with Microsoft Office Suite (Outlook, Teams, Word, Excel) – advanced Excel skills (e.g., pivot tables, VLOOKUP) a plus.
- Experience working with purchase orders, invoice processing, and accounts payable workflows preferred.
- Familiarity with tracking subcontractor insurance certificates and compliance requirements strongly preferred.
- Experience with Entrata PMS (Property Management Software) or similar construction/project management platforms is a plus.
- Excellent organizational skills, attention to detail, and ability to manage multiple priorities in a deadline-driven environment.
- Strong written and verbal communication skills.
- Reliable, professional, and able to work independently as well as part of a team in an in-office setting.
What We Offer
- Competitive salary commensurate with experience
- Comprehensive benefits package (health, dental, vision, 401(k), paid time off, etc.)
- Opportunity to grow within a dynamic construction company
- Supportive team environment with direct access to project leadership