Administrative

KODIAK Construction Recruiting & Staffing; Richmond (VA); On-site; USD 39,000 - 44,000; Full time

Job summary

KODIAK Construction Recruiting & Staffing is seeking a Construction Operations Administrator in Richmond, VA. The role provides comprehensive administrative support to project teams and field leadership throughout the lifecycle of construction projects.

Responsibilities include coordinating workforce planning, onboarding, timekeeping oversight, and ensuring data accuracy across multiple systems. The ideal candidate has 3–5 years in construction administration and strong organizational skills.

Qualifications

• High school diploma or equivalent.
• Three to five years of experience in construction administration or related administrative role.
• Experience supporting multiple stakeholders in a fast-paced construction environment.
• Proficiency with Microsoft Office Suite (Outlook, Excel, Word, Teams, PDFs).
• Experience with construction management systems (Penta, Procore, Rhumbix, Resource Planning) preferred.

Responsibilities

• Manage project administrative activities, including project setup, billings, change orders, reporting, document control, and closeout requirements.
• Coordinate workforce planning activities with Operations leadership, including manpower assignments and staffing adjustments.
• Coordinate onboarding, temporary labor administration, and lifecycle activities to support staffing needs.
• Manage jobsite requirements such as badging, drug testing, safety registrations, and site access compliance.
• Support payroll and timekeeping processes through timekeeping oversight and discrepancy resolution.
• Maintain data accuracy in systems like Penta, Procore, Resource Planning, Rhumbix and provide user support.
• Prepare operational reports and assist with events and initiatives to improve efficiency.

Skills

Communication

Organization

Multitasking

Customer service

Time management

Education

High school diploma or equivalent

Tools

Penta

Procore

Rhumbix

Resource Planning

Job description

Title

Construction Operations Administrator

Reports to

Construction Administration Manager

Classification

Non-Exempt

Pay Range

$28-$32/hr

Summary

The Operations Administrator provides comprehensive administrative support to project teams and field operations leadership throughout the lifecycle of construction projects. This role serves as a central point of coordination for project administration, workforce planning, onboarding, payroll support, jobsite compliance, and operational processes. The Operations Administrator works independently while partnering closely with project managers, field leadership, and internal departments to ensure operational efficiency, data accuracy, and exceptional customer service.

Core Values

• Safety: Makes the prevention of injuries and vehicle incidents his/her number one priority.
• Integrity: Is truthful and honest in words and actions.
• Empathy: Understands and appreciates his/her customers’ or teammates’ positions.
• Urgency: Gives immediate attention to important tasks without compromising safety.

Essential Functions

• Manage project administrative activities, including project setup, billings, change orders, reporting, document control, and project closeout requirements.
• Partner with Operations leadership to coordinate workforce planning activities, including manpower assignments, workforce movements, staffing adjustments, and Resource Planning administration.
• Coordinate new hire onboarding, temporary labor administration, jobsite assignments, pre-employment requirements, and employee lifecycle activities to support staffing needs.
• Coordinate jobsite-specific requirements, including badging, drug testing, safety registrations, project instructions, and other site access or compliance requirements.
• Support payroll and workforce reporting processes through timekeeping oversight, PTO administration, timecard auditing, discrepancy resolution, and coordination with field supervisors and project teams.
• Maintain data accuracy within Penta, Procore, Resource Planning, Rhumbix, and other operational systems while providing user support, troubleshooting assistance, and mobile device coordination.
• Prepare operational reports, support special events and departmental initiatives, and perform additional duties that contribute to operational effectiveness and continuous improvement.

Requirements

• High school diploma or equivalent.
• Three to five years of experience in construction administration, project administration, field operations support, office management, or a related administrative role.
• Experience supporting multiple stakeholders and managing competing priorities in a fast-paced construction or service environment.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, Teams, and PDF software.
• Experience with business and construction management systems such as Penta, Procore, Resource Planning, Rhumbix, or similar platforms preferred.
• Working knowledge of construction documentation, project administration, workforce planning, payroll/timekeeping processes, and jobsite operations.
• Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.
• Excellent written and verbal communication skills and the ability to interact professionally with project teams, field employees, customers, and leadership.
• Ability to work independently, manage confidential information, and adapt to changing business priorities.