Construction Administrator

Nsf Epc, Llc; City of Rochester (NY); On-site; USD 52,000 - 76,000; Full time

Job summary

NSF EPC in New York is seeking a Construction Administrator to provide essential administrative and project support across all phases of construction. You will work closely with project teams, subcontractors, and vendors to ensure accurate document management, compliance tracking, and timely communication.

Responsibilities include assisting project managers with contracts, change orders, RFIs, submittals, and shop drawings; coordinating bid packages; managing electronic files; and supporting

Qualifications

• High school diploma or equivalent.
• 3+ years of construction administration experience.
• Proficient with Microsoft Office and Procore.

Responsibilities

• Assist Project Managers with assembling and processing contracts, change orders, submittals, RFIs, and shop drawings.
• Prepare and process project documents and requests throughout the project lifecycle.
• Support subcontractor and vendor communication.
• Assist in preparing bid packages with subcontractors and vendors.
• Maintain accurate electronic file storage of design team documents.
• Collect and update maintenance manuals, testing and QC reporting.
• Support record keeping of certifications and training.
• Coordinate project site mobilization and tracking of equipment and telecom needs.
• Meetings support: materials, minutes, action items.
• Provide admin support to PMs, superintendents and executives.

Skills

Attention to Detail

Time Management

Good Communication Skills

Organizational Skills

Problem Solving

Education

High School Diploma or Equivalent

Tools

Procore

Excel (Microsoft Office)

Job description

SUMMARY:

The Construction Administrator provides essential administrative, project and business support throughout all phases of construction. Working closely with project teams, subcontractors, and vendors, this role ensures effective document management, communication, and compliance tracking.

POSITION: Construction Administrator

DEPARTMENT

NSF EPC

REPORTS TO:

President

TERMS/HOURS:

Full-time

CLASSIFICATION:

Hourly/Non-Exempt

COMPETENCIES:

• Attention to Detail
• Time Management
• Good Communication Skills
• Organizational Skills
• Problem Solving

KEY RESPONSIBILITIES:

• Assist Project Managers with assembling and processing contracts, change orders, submittals, RFI's, shop drawings, reports, QAQC and safety documentation.
• Prepare and process project documents and requests for new and existing projects throughout the project's life cycle.
• Support subcontractor and vendor communication.
• Assist in the preparation and receipt of bid packages with the subcontractor & vendor community.
• Assist with accurate record keeping and electronic file storage of the design teams documents.
• Collect, prepare, and update operational and maintenance manuals, testing, and quality control reporting.
• Assist with record keeping of internal certifications and training.
• Assist with project site mobilization, including but not limited to commodity rental, setting up internet access, and tracking of project equipment. (Hotspots, dumpster/office trailer/fuel cell/ etc.) Management of Verizon account.
• Manage tasks professionally while collaborating with skilled team members to effectively assist with document organization, time management, and support services.
• Train and support team members in using Procore effectively.
• Provide administrative support to project managers, superintendents, and executives.
• Assist with subcontractor and owner billing, including but not limited to invoices, lien waivers and compliance records, ensuring timely and accurate processing.
• Assist in project setup, gathering and tracking contract documents, setting up subcontractors, and tracking insurance requirements and compliance for subcontractors and vendors.
• Coordinate project closeout activities, ensuring all necessary documents are collected and organized.
• Facilitate project meetings, including preparing materials, taking meeting minutes, and tracking action items.
• Perform other related duties as assigned.

KNOWLEDGE/SKILLS/EDUCATION:

• High school diploma or equivalent required.
• Good verbal and written communication skills.
• Good organizational skills and attention to detail.
• Good time management skills with a proven ability to meet deadlines.
• Proficient with Microsoft Office suite (specifically Excel), and Procore.

MINIMUM EXPERIENCE

• 3+ years of construction administration experience.

WORKING CONDITIONS:

• Clean, safe office environment

PHYSICAL REQUIREMENTS:

• Regularly required to stand, walk, and sit for extended periods during the day.
• Regularly lift and/or move up to 15 pounds and frequently lift and/or move up to 25 pounds.

Norbut Solar Farms is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, national origin, disability, veteran status, and other legally protected characteristics.