Commercial Construction Project Administrator

Ash Properties Ltd; Jacksonville (FL); On-site; USD 55,000 - 85,000; Full time

Job summary

Ash Properties Ltd in the Southeast specializes in development, ownership, and management of commercial real estate. We seek a Commercial Construction Project Administrator to support tenant improvements and renovations from startup to closeout, coordinating with PMs, contractors, vendors, accounting, and operations.

This role emphasizes exceptional organization, attention to detail, and the ability to manage multiple priorities in a fast-paced environment to keep projects compliant and moving

Qualifications

• Minimum 3 years of experience in commercial construction administration or related fields.
• Strong understanding of construction documents and project workflows.
• Experience with payment applications and contractor billing packages.
• Experience managing lien waivers, affidavits, releases, and compliance documentation.
• Excellent attention to detail and organizational skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Outlook, Word, Excel, Teams, and related software.

Responsibilities

• Maintain complete and organized project files (contracts, drawings, permits, submittals, RFIs, change orders, closeout docs).
• Track and distribute updated plans, specs, and project revisions.
• Maintain submittal logs and document control records.
• Assist teams in maintaining project compliance throughout the lifecycle.
• Support closeout activities (warranties, as-builts, O&M manuals, releases).
• Prepare and coordinate payment packages; verify documentation.

Skills

Communication skills

Organizational skills

Attention to detail

Multitasking

Independent ownership

Education

High School Diploma or equivalent

Associate’s or Bachelor's Degree in Business Administration or Construction Management

Tools

Oracle Textura Payment Management

DocuSign

Job description

Join a Team That Builds More Than Buildings

For decades, Ash Properties has been shaping commercial real estate across the Southeast through thoughtful development, long-term ownership, and disciplined property management. As a vertically integrated commercial real estate organization, ASH Properties develops, acquires, owns, and manages a diverse portfolio of commercial assets while maintaining a reputation for quality, integrity, and lasting partnerships.

As our portfolio and construction activity continue to grow, we are seeking a highly organized and detail-oriented Commercial Construction Project Administrator to support our Construction & Tenant Improvement team. This role is ideal for someone who enjoys bringing order to complex projects, thrives in a fast-paced environment, and takes pride in ensuring projects remain organized, compliant, and moving forward.

About The Role

The Commercial Construction Project Administrator serves as the administrative backbone of the construction process, supporting tenant improvement, renovation, and commercial construction projects from startup through closeout. You will work closely with project managers, contractors, vendors, accounting, and operations teams to maintain documentation, administer payment processes, track compliance requirements, and support project execution.

Success in this role requires exceptional organizational skills, attention to detail, professionalism, and the ability to effectively manage multiple priorities simultaneously.

What You'll Be Doing

Construction Project Administration

• Maintain complete and organized project files, including contracts, drawings, permits, submittals, RFIs, change orders, correspondence, and closeout documentation.
• Track and distribute updated plans, specifications, and project revisions.
• Maintain submittal logs and document control records.
• Assist project teams in maintaining compliance throughout the project lifecycle.
• Support project closeout activities, including collection of warranties, as-built drawings, O&M manuals, releases, and turnover documentation.

Payment Applications & Construction Controls

• Prepare and coordinate payment request packages for review and processing.
• Verify supporting documentation for completeness and accuracy.
• Track payment application status and assist in resolving discrepancies.
• Maintain project commitment, approval, and documentation records.
• Support construction controls through organized recordkeeping and milestone tracking.

Compliance Administration

• Administer and track lien waivers, sworn statements, affidavits, releases, and compliance documentation.
• Follow up proactively with contractors and vendors regarding outstanding requirements.
• Maintain complete records supporting payment compliance and risk management efforts.

Communication & Coordination

• Serve as a key point of contact for contractors, vendors, tenants, consultants, and internal teams.
• Coordinate meetings, project communications, and document distribution.
• Partner closely with Construction, Accounting, Finance, Operations, and external stakeholders to keep projects progressing smoothly.
• Other duties as assigned.

What We’re Looking For Required Qualifications

• Minimum 3 years of experience in commercial construction administration, project administration, real estate development, facilities management, construction accounting support, or a related field.
• Strong understanding of construction documents and project workflows.
• Experience with payment applications, contractor billing packages, or construction controls.
• Experience managing lien waivers, affidavits, releases, and compliance documentation.
• Exceptional attention to detail and organizational skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Outlook, Word, Excel, Teams, and related business software.
• Ability to successfully manage multiple projects and competing deadlines.
• Ability to work independently and take ownership of responsibilities.

Preferred Qualifications

• Experience with Oracle Textura Payment Management.
• Experience using DocuSign.
• Experience supporting tenant improvement, commercial construction, or real estate development projects.
• Familiarity with submittals, RFIs, change orders, and project closeout documentation.

Education

• High School Diploma or equivalent required.
• Associate’s or Bachelor's Degree in Business Administration, Construction Management, Accounting, Project Management, or a related field preferred.

Why Join ASH Properties?

• Stable, established commercial real estate company with a long-term investment approach.
• Opportunity to work directly with development, construction, operations, and property management professionals.
• Exposure to a diverse portfolio of commercial projects and tenant improvements.
• Collaborative, entrepreneurial environment where your contributions make a meaningful impact.
• Opportunity to grow your career within a respected and expanding organization.

Equal Opportunity Employer

Ash Properties is an Equal Opportunity Employer committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.

Physical Requirements

This position is primarily performed in an office environment and requires the ability to remain seated for extended periods while working at a computer, using standard office equipment, and communicating with internal and external stakeholders. The role may require occasional movement throughout office and project locations, including visits to active construction sites. Employees must be able to review detailed documents and plans, occasionally lift and carry materials weighing up to 20 pounds, and navigate environments that may include varying weather conditions, uneven surfaces, noise, and dust. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Limitations & Disclaimer

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws. Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an “at-will” basis.