Commercial Projects Coordinator & Admin Specialist

Tecta America Corporation; Gary (IN); On-site; USD 36,000 - 41,000; Full time

Benefits offered by this job

Health Insurance

401(k)

Paid Time Off

Weekly Pay

Job summary

Tecta America Corporation in Gary, IN is seeking a Commercial Service & Project Administrator to support the administrative side of service and construction project operations, coordinating processes from initial requests through closeout.

The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while supporting service and project teams, including documentation, estimates, scheduling, billing, and open work orders.

Qualifications

• Experience in commercial construction administration, service administration, project coordination, or a related field preferred.
• Strong organizational and multitasking skills with the ability to manage competing priorities.
• Experience with work orders, change orders, purchase orders, project documentation, and financial data entry.
• Familiarity with construction plans, specifications, and subcontractor documentation.
• Working knowledge of job costing, billing, and accounting processes.
• Proficiency in Microsoft Office, including Excel, Word, and Outlook.

Responsibilities

• Maintain and organize project documentation throughout the construction lifecycle, from pre-construction through project closeout.
• Enter and track new estimate requests, manage incoming project opportunities, and organize bidding documents.
• Prepare, track and maintain purchase orders and related vendor documentation.
• Prepare, submit, track, and follow up on change order requests with clients and subcontractors, ensuring required approvals and documentation are obtained.
• Accurately enter and update approved change orders, project budgets, purchase orders, and related financial information in company accounting and project management systems.
• Coordinate, compile, submit, and track project submittals to ensure compliance with specifications and established deadlines.
• Serve as backup insurance compliance to Accounting Specialist.
• Review project plans, blueprints, and specifications to assist with identifying project requirements, scope gaps, and documentation needs.
• Draft and organize scopes of work for subcontractors and vendors and assist with preparing project-specific safety plans and other administrative documentation.
• Work with accounting to ensure complete and accurate supporting documentation for service invoicing and project billings.
• Coordinate and organize closeout documentation, warranties, punch list records, and other required project deliverables.
• Receive, enter, organize, and track incoming service requests and work orders from initiation through completion.
• Assist with coordinating service schedules, customer appointments, technician availability, and subcontractor scheduling in collaboration with service management.
• Maintain accurate work orders, service reports, labor and material records, customer approvals, and supporting documentation.
• Assist with preparing, submitting, tracking, and following up on service estimates, proposals, and additional work authorizations.
• Coordinate customer correspondence regarding scheduling, service status, outstanding approvals, and administrative follow-up.
• Review completed work order documentation for accuracy and completeness and coordinate with accounting to facilitate timely invoicing.
• Monitor outstanding service requests, pending proposals, incomplete documentation, and open work orders to ensure timely administrative follow-up.
• Maintain and monitor established administrative workflows for service and project operations to ensure documentation, approvals, and required follow-up are completed efficiently.
• Organize and maintain accurate electronic and physical service and project files.
• Facilitate communication between service and project managers, field personnel, estimators, accounting, subcontractors, vendors, and customers.
• Track administrative deadlines, outstanding action items, and required documentation to support timely completion of service and project activities.
• Identify opportunities to streamline administrative procedures, improve documentation accuracy, and enhance efficiency across service and project operations.
• Provide additional administrative assistance to service and project management teams as needed.

Job description

Tecta America Corporation in Gary, IN is seeking a Commercial Service & Project Administrator to support the administrative side of service and construction project operations, coordinating processes from initial requests through closeout.

The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while supporting service and project teams, including documentation, estimates, scheduling, billing, and open work orders.