Construction Projects Administrator

The Construction Project Administrator plays a key role in supporting day‑to‑day project operations, ensuring that construction projects run efficiently, stay on schedule, and remain within budget. This position coordinates closely with the EOC Director, Interior Designer, Purchasing Manager and project managers, field superintendents, vendors, and subcontractors to keep all administrative and logistical components of the project organized and moving forward.

Primary Job Functions:

Project Administration & Documentation

• Maintain and update project files, logs, and documentation, including contracts, submittals, RFIs, change orders, and closeout materials
• Track project progress and assist with preparing weekly and monthly status reports
• Support project managers with scheduling, meeting coordination, and communication with internal and external stakeholders

Budget & Cost Tracking

• Assist in preparing and maintaining project budgets
• Track expenses, invoices, purchase orders, and cost codes
• Reconcile vendor invoices and ensure timely approval and payment
• Monitor budget variances and provide administrative support for cost-control efforts

Procurement & Material Management

• Coordinates material ordering and vendor credentialing with the Purchasing Manager
• Communicate with suppliers to confirm pricing, availability, and delivery schedules
• Track shipments and ensure materials arrive on time and in the correct quantities
• Resolve delivery issues, backorders, or discrepancies

Field Coordination

• Serve as a communication link between the office and field superintendents
• Coordinate delivery schedules with field teams to minimize delays and jobsite disruptions
• Assist with preparing daily or weekly field reports as needed
• Support field staff with administrative needs, documentation, and logistics

Compliance & Safety Support

• Maintain project compliance documentation, including permits, insurance certificates, and safety records
• Assist with distributing safety materials and ensuring subcontractor compliance

Supervision and Consultation

• Seek supervision and consultation as needed
• Accept and employ suggestions for improvement
• Actively work to enhance clinical skills

Courteous and respectful attitudes towards patients, visitors and co-workers

• Treat patients with care, dignity and compassion
• Respect patient privacy and confidentiality
• Is pleasant and cooperative with others
• Assist visitors and consumers as needed
• Personal values don’t inhibit ability to relate and care for others
• Is sensitive to the patient’s needs, expectations and individual differences
• Is gentle and calm with patients and families

Administrative and Other Related Duties as Assigned

• Actively participate in Performance Improvement activities
• Actively participate in AHS committees as required
• Complete assigned tasks in a timely manner
• Follow AHS policies and procedures
• Maintain current license/certification and requirements for renewals (i.e. CEU’s), if applicable, and attends to required in-services and workshops

Minimum Qualifications: 

Associate or bachelor’s degree in Building Sciences/related field or 5 years experience in construction project administration.  Must be at least 23 years of age; have a valid state issued driver’s license and proof of current liability insurance. 

• Experience with construction budgeting or accounting systems
• Knowledge of construction terminology, processes, and documentation
• Prior experience supporting field superintendents or project managers
• Experience in construction administration, project coordination, or a related role
• Strong organizational and multitasking skills
• Proficiency with Microsoft Office (Excel, Word, Outlook) and project management software
• Excellent communication and follow‑through
• Ability to prioritize tasks and manage time effectively in a fast-paced environment.
• Ability to work in a fast-paced environment and manage shifting priorities
• Compassionate, empathetic, and professional demeanor when interacting with patients and staff.
• Ability to work independently and as part of a team in a fast-paced environment.
• Excellent organizational, attention to detail and time management skills.

Knowledge, outlined below, to be attained within six (6) months of employment.

• Knowledge of patient safety protocols and HIPAA regulations
• Knowledge of State, Medicaid, Medicare, and Joint Commission on Healthcare Accreditation standards and practices.
• Knowledge of NFPA, IBC, IFC and FGI