Construction Project Administrator

Our client is seeking a highly organized and detail-oriented Project Administrator to support our construction project management team. The ideal candidate will possess strong administrative and communication skills, along with a basic understanding of construction processes, terminology, and project documentation. This role plays a critical part in ensuring projects are properly documented, coordinated, and executed from pre-construction through closeout.

Client Details

The Project Administrator will work closely with Project Managers, Superintendents, subcontractors, vendors, and clients to support the successful delivery of commercial, residential, and public-sector construction projects throughout Long Island and the New York metropolitan area.

Description

• Provide administrative support to Project Managers and field personnel throughout all phases of construction projects.
• Create, maintain, and organize project files, contracts, subcontracts, permits, drawings, specifications, and project correspondence.
• Assist with bidding and procurement activities, including obtaining subcontractor and vendor proposals.
• Track and process subcontract agreements, insurance certificates, W-9s, and compliance documentation.

Manage project logs including:

• Requests for Information (RFIs)
• Submittals
• Change Orders
• Meeting Minutes
• Purchase Orders
• Permit Tracking

Coordinate document distribution to project teams, consultants, subcontractors, and owners.

Assist with scheduling meetings, site visits, inspections, and project team coordination.

Support monthly project billing, requisitions, lien waivers, and invoice processing.

Maintain accurate records in project management software and company databases.

Monitor project closeout requirements, including collection of warranties, as-built drawings, operation manuals, and final documentation.

Communicate professionally with clients, architects, engineers, subcontractors, and municipal agencies.

Assist with obtaining permits and coordinating inspections with local jurisdictions.

• Perform general office and administrative duties as needed.

MPI does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual's status in any group or class protected by applicable federal, state or local law. MPI encourages applications from minorities, women, the disabled, protected veterans and all other qualified applicants.

Profile

Required

• 2+ years of administrative experience, preferably in construction, engineering, architecture, or related industries.
• Basic knowledge of construction terminology, project phases, and construction documentation.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, and Teams).
• Strong organizational skills with the ability to manage multiple projects simultaneously.
• Excellent written and verbal communication skills.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• High attention to detail and accuracy.

Preferred

• Experience working for a General Contractor, Construction Manager, or Developer.
• Familiarity with construction management software such as Procore, Buildertrend, Autodesk Construction Cloud, Sage, Viewpoint, or similar platforms.
• Understanding of RFIs, submittals, change orders, purchase orders, and project schedules.
• Knowledge of New York permitting and construction processes.
• Associate's or Bachelor's degree in Construction Management, Business Administration, Engineering, or a related field.

Key Skills

• Construction Administration
• Document Control
• Project Coordination
• Contract Administration
• Vendor & Subcontractor Management
• Scheduling & Meeting Coordination
• Invoice & Billing Support
• Microsoft Office Suite
• Procore or Similar Project Management Software
• Strong Organizational and Time Management Skills

Job Offer

• Competitive annual salary
• Full Suite Benefits Package

MPI does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual's status in any group or class protected by applicable federal, state or local law. MPI encourages applications from minorities, women, the disabled, protected veterans and all other qualified applicants.