Construction Administrator

Abacus Solutions Group; Grasonville (MD); On-site; USD 42,000 - 64,000; Full time

Job summary

Abacus Solutions Group is seeking an organized Project Coordinator/Administrative Assistant to support accounts payable, document control, and submittal tracking across active projects.

You will aid PMs with coding invoices, maintain filing standards, and coordinate with vendors and the bookkeeper to keep payments and submittals on schedule. Strong communication and document management skills are essential.

Qualifications

• Experience supporting accounts payable and project administration.
• Strong organizational and multitasking abilities.
• Proficient in MS Office and cloud-based filing systems.

Responsibilities

• Receive, log, and organize subcontractor and supplier bills by project.
• Assist PMs with coding bills to cost codes and projects.
• Route bills for review and follow-up on approvals.

Skills

Accounts payable

Administrative support

Project coordination

Record keeping

Communication

Education

High school diploma

Tools

Microsoft Word

Microsoft Excel

OneDrive

Job description

• Receive, log, and organize all incoming subcontractor and supplier bills by project
• Assist Project Managers with coding bills to the correct cost codes and projects
• Route bills to the appropriate PM for review and approval; track and chase outstanding approvals
• Maintain the AP log - nothing should sit without action for more than one week
• Coordinate with the bookkeeper on payment runs, lien waiver collection, and aging review

Document & Contract Management

• Maintain permit files, insurance certificates, and subcontractor contracts for all active projects
• Track submittal logs and ensure reviewed submittals are returned to subs on time
• Manage lien waiver tracking - conditional and unconditional - for every draw package
• Keep project folders organized in OneDrive per PDB filing standards
• Assist with onboarding new subcontractors: W-9 collection, insurance verification, contract execution

Selections & PAQSYS Support

• Assist with selections booklet preparation ahead of client meetings
• Track client selection deadlines across all active projects; flag overdue items to the PM
• Support Grinner on bid package assembly and subcontractor contact management

Scheduling & Communication Support

• Schedule pre-construction, OAC, and closeout meetings at PM direction
• Draft and send weekly client update communications when directed by the PM
• Assist with subcontractor scheduling logistics and follow-up
• Prepare meeting agendas and distribute meeting notes

General Office

• Support proposal preparation - formatting, printing, and binding
• Order project-specific office supplies, job site signage, and printed materials
• Manage incoming mail, deliveries, and vendor correspondence
• Assist with special projects and administrative tasks as directed by the GM