Job Description

Part-time Construction Project Administrator

Join a Dynamic Real Estate Development Team

Our client, a leading real estate development firm, is seeking a highly organized and detail-oriented Construction Project Administrator to join their team. This is an excellent opportunity for someone with a strong administrative background, financial acumen, and experience in the construction industry.

Job Description:

As a Construction Project Administrator, you will play a vital role in supporting project managers, contractors, developers, and the accounting team to ensure the smooth operation of ongoing construction projects. You will be responsible for managing financial documentation, tracking expenses, coordinating with contractors, and providing general office support.

Key Responsibilities:

• Disbursements & Documentation: Ensure timely and accurate disbursement of funds, and track project-related expenses (both incoming and outgoing).
• AIA Documentation: Work with the bank to complete AIA forms and ensure proper documentation of change orders.
• Contractor & Developer Interaction: Communicate regularly with contractors and developers to obtain invoices, resolve issues, and process documentation.
• Project Budgeting & Financial Tracking: Maintain and modify project budgets, ensuring compliance with financial guidelines and tracking project spending. Use Excel to manage and analyze budget data (pivot tables, VLOOKUPs).
• QuickBooks: Assist in data entry for QuickBooks, working closely with the bookkeeper to ensure accurate project financial records.
• Expense Reconciliation: Identify and track non-bank-covered project costs and determine appropriate payment sources in collaboration with the bookkeeper.
• General Office Support: Provide administrative assistance as needed, including copying, scanning, filing, and maintaining company records.
• Communication & Coordination: Serve as a liaison between project managers, contractors, and financial institutions to ensure smooth project operations.

Qualifications:

• Experience in construction administration or a related field.
• Strong knowledge of construction financial documentation, including AIA forms and change orders.
• Proficiency in Excel (pivot tables, VLOOKUPs) for budget tracking and data management.
• Experience with QuickBooks and basic accounting principles.
• Strong communication and organizational skills.
• Ability to multitask and work effectively in a fast-paced environment.
• Detail-oriented with a focus on accuracy and deadlines.
• Strong communication skills in English and Spanish.

This role will be 20 hours per week.

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