Construction Adminstrator

Purpose:

The Construction Administrator supports project teams for an assigned group of projects by coordinating the administrative requirements of commercial construction projects from startup through closeout. This position administers project contracts maintains accurate records follows up on outstanding documentation and coordinates with Accounting and Risk Management to keep project requirements moving. The Construction Administrator follows Rabrens established Best Practices and provides dependable administrative support across the assigned project group.

Duties and Responsibilities:

Project Startup & Coordination

• Coordinate administrative handoffs from Preconstruction to Operations; gather approved project information agreements contacts and startup documents.
• Set up and maintain assigned project records directories logs and standard forms in Procore and coordinate required project information with Accounting in Viewpoint/Vista.
• Maintain startup checklists and follow up on permits licenses bonds insurance documentation and other required items with the responsible team members. Escalate missing items that may delay mobilization or contracting.

Contracts & Subcontractor Administration

• Prepare distribute and track subcontracts purchase orders professional service agreements approved early-start authorizations and change orders using approved templates and project-team instructions.
• Route documents for required review approval and authorized signature; follow up through execution and maintain complete records of agreements and revisions.
• Coordinate subcontractor and vendor onboarding and collect required forms licenses certificates of insurance endorsements bonds and other project-specific documentation.
• Maintain contract and compliance logs track expirations and communicate outstanding requirements to project teams Accounting and Risk Management. Refer coverage questions and proposed contract revisions to designated reviewers.

Billing & Payment Coordination

• Track invoice coding subcontractor pay applications supporting documentation and required approvals; follow up with responsible team members to meet established deadlines.
• Coordinate collection and tracking of lien waivers releases and other required payment documents with Accounting; flag missing or inconsistent information before processing.
• Research billing and payment status with Accounting respond to routine documentation questions and communicate unresolved items to the Project Manager.

Project Records & Reporting

• Maintain organized current project files and correspondence using Rabrens established naming filing and retention practices.
• Provide administrative support for routing and tracking RFIs submittals drawings and other project documents as assigned by the Project Manager.
• Prepare status reports on outstanding contracts compliance documents billing approvals and closeout items. Gather project-team updates and monthly projection information for Operations review.
• Coordinate assigned project meetings prepare and distribute minutes and track action items responsible parties and due dates.

Project Closeout

• Maintain closeout checklists and follow up on warranties operation and maintenance manuals record documents and other required turnover materials.
• Coordinate final contract and payment documentation with project teams and Accounting including final change orders releases retainage requirements and unresolved administrative items.
• Confirm administrative records are complete and organized for project turnover and archiving; support financial closeout under the direction of the Project Manager and Accounting.

Other Duties

• This description does not cover every activity duty or responsibility required of the employee. Duties responsibilities and activities may change or be assigned at any time with or without notice.

Minimum Requirements

• Minimum two years of construction administration or related project support experience; target experience of two to five years preferably with a commercial general contractor.
• High school diploma or equivalent required.
• Proficiency in Microsoft Excel Word and Outlook.
• Ability to learn Rabrens systems and established workflows.
• Strong organization accuracy written and verbal communication follow-through and judgment about when to elevate questions. Ability to manage competing deadlines across an assigned group of projects.
• Valid drivers license.

Preferred Qualifications

• Associate or bachelors degree in business construction management or a related field preferred; relevant experience may substitute for a preferred degree.
• Experience with construction management software such as Procore and Viewpoint/Vista.
• Working knowledge of construction contracts change orders project documentation subcontractor onboarding pay applications and closeout requirements.
• Ability to communicate in Spanish.

Rabren Success Factors and Team Expectations

• Drive for Results Strive for Improvement Create Trust with Character and Action Team Up Solve Complex Problems and Build People.
• Humble: Put the team first welcome feedback and share credit. Hungry: Take initiative follow through and pursue improvement. People Smart: Listen well communicate respectfully and consider how your actions affect others.

Supervisory Responsibility

No supervisory responsibility.

Work Environment and Physical Demands

• Work in office and construction jobsite settings including time outdoors.
• Able to deal with physical activities associated with an office environment hear talk handle feel or operate objects tools or controls reach with hands.
• These duties may be performed with or without reasonable accommodation.

Hours and Travel

Full-time position. Standard hours are Monday through Friday 8:00 a.m. to 5:00 p.m. Occasional additional hours may be needed. Travel to Rabren jobsites and offices is not required. Essential functions may be performed with reasonable accommodation.

Other Duties:

This job description is not designed to cover or contain a comprehensive list of activities duties or responsibilities required of the employee. Other duties responsibilities and activities may change or be assigned at any time with or without notice.

Rabren is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race color religion sex national origin citizenship age disability protected veteran status marital status pregnancy or any other reason prohibited by law.