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Construction Administrator/Project Coordinator

icon building Company : LBMC Staffing Solutions, LLC
icon briefcase Job Type : Full Time
icon geo-alt Goodlettsville, United States

Job Description - Construction Administrator/Project Coordinator

Project and Operations Support

  • Provide administrative and operational support to project managers, superintendents, and senior leadership.

  • Assist with preparing, processing, tracking, routing, and filing subcontracts, purchasing orders, change orders, and other contractual documents.

  • Coordinate document workflows to ensure documents are properly prepared, distributed, returned, executed, logged, and stored.

  • Monitor outstanding documents and follow up with the appropriate parties to keep matters moving.

  • Assist with project correspondence, submittals, RFIs, procurement logs, change-order tracking, and other project controls.

  • Prepare meeting agendas, attend meetings when appropriate, take accurate minutes, and maintain action-item lists.

  • Assist with punch-list tracking and project closeout.

  • Collect warranties, lien releases, operating information, and other closeout documents.

  • Assemble Operations and Maintenance manuals.

  • Coordinate occasional building maintenance and operational-support activities.


Estimating and Preconstruction Support

  • Assist the estimating team with subcontractor solicitation and bid communications.

  • Organize subcontractor proposals and assist with scope coordination.

  • Help prepare estimates, sketches, presentations, qualifications packages, and proposals.

  • Maintain and update subcontractor and vendor contact information.

  • Assist with distribution of drawings, specifications, addenda, and other bidding documents.


Administrative and Office Support

  • Provide direct administrative support to company leadership and the operations team.

  • Answer and manage incoming calls, inquiries, messages, and requested callbacks professionally.

  • Coordinate meetings, conference calls, calendars, and related logistics.

  • Draft and edit professional emails, letters, reports, meeting minutes, and other correspondence.

  • Organize information and help leadership track assignments, deadlines, and follow-up items.

  • Coordinate printing of plans, specifications, and other project documents.

  • Order office supplies and assist with other general office needs.

  • Handle confidential company, employee, client, and project information with discretion.


Vendor, Client, and Internal Coordination

  • Communicate professionally with owners, architects, engineers, subcontractors, suppliers, and internal team members.

  • Organize documentation required to establish new subcontractors and vendors.

  • Maintain current subcontractors, vendor, and business records.

  • Follow up consistently on missing information, pending decisions, and outstanding commitments.

  • Help ensure communication among the office, project teams, and outside parties remains timely and organized.


Safety, Compliance, and Records

  • Assist with administration of the company’s safety program.

  • Maintain safety training records, certifications, and related documentation.

  • Coordinate annual certifications and recertifications with applicable agencies.

  • Support records-retention procedures and organize electronic and physical files.

  • Maintain project templates, internal records, and administrative systems.

  • Assist with compliance documentation as directed by management.


Systems, Marketing, and General Company Support

  • Learn and effectively use the company’s construction-management and administrative software.

  • Serve as a support resource for company software and assist other employees with basic usage when needed.

  • Maintain and update company project sheets, qualifications packages, proposal templates, and other marketing materials.

  • Assist with developing proposals using the company’s marketing and project-history information.

  • Help coordinate company meetings, training sessions, and special events.

  • Support special projects and company initiatives as assigned.

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