Construction Administrator

Maddox Industrial Group (MIG); Indianapolis (IN); On-site; USD 50,000 - 75,000; Full time

Benefits offered by this job

HSA health plan

401(k) with company match

Dental and vision insurance

HSA and FSA accounts

Life, LTD, and AD&D insurance

Employee Assistance Program

Gym discounts

Job summary

Maddox Industrial Group (MIG) in Indianapolis, IN is seeking a Construction Administrator to support the Project Management team. You will coordinate project activities, tracking schedules, labor, and resources, while handling documentation, invoicing, and closeout processes.

The role requires strong organizational and communication skills, proficiency in MS Office, and experience with Procore or Smartsheet.

Qualifications

• Strong organizational, time management, and communication skills.
• Ability to manage multiple priorities and support several projects simultaneously.
• Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.
• Ability to work effectively with Project Managers, field personnel, vendors, and internal departments.
• Strong attention to detail and ability to work independently.

Responsibilities

• Project Management Support: assist Project Managers with daily project activities, scheduling, tracking deliverables, and coordination.
• Coordinate and Track Progress: monitor schedules, labor hours, and outstanding action items.
• Support Field Operations: coordinate manpower, equipment, and project logistics with foremen and field staff.
• Documentation and Reporting: maintain project records, invoices, PO's, change orders, and status updates.
• Resource Coordination: track manpower, equipment, materials, and subcontractor needs across projects.
• Timesheet and Labor Tracking: monitor submissions and resolve discrepancies with Payroll and PMs.
• Customer and Vendor Communication: facilitate communication among PMs, customers, vendors, and subcontractors.
• Financial Support: assist with invoice tracking and project cost documentation.
• Project Closeout: compile turnover packages and ensure required documentation is complete.

Skills

Strong organizational skills

Time management

Communication skills

Attention to detail

Tools

Procore

Smartsheet

Job description

Company Overview

Maddox Industrial Group (MIG) provides specialized cryogenic and mechanical services for air separation/cryogenic systems, industrial process piping, fabrication, installation, construction, maintenance, confined space rescue for air separation, wastewater/water treatment, food and beverage, pharmaceuticals, chemical, and other process industries.

Job Title: Construction Administrator

Location: Indianapolis, IN

Company Overview

Maddox Industrial Group (MIG) provides specialized cryogenic and mechanical services for air separation/cryogenic systems, industrial process piping, fabrication, installation, construction, maintenance, confined space rescue for air separation, wastewater/water treatment, food and beverage, pharmaceuticals, chemical, and other process industries.

MIG is a part of the TransTech family of businesses. TransTech is a leading provider of engineered equipment and solutions for processing, storing, distributing, and utilizing a wide variety of liquids and gases in the energy, renewables, chemical, and industrial end markets. TransTech designs and manufactures ASME pressure vessels, API storage tanks, TEMA heat exchangers, packaged process equipment, reactors, distillation columns, and other custom designed applications. Our design, construction, and field service capabilities include gas processing, storage, and utilization projects in energy, power, industrial, and biogas markets. TransTech has facilities in North Carolina, Texas, Ohio, Oregon, and Indiana, and field teams supporting North and South America. With a strong company culture built on a family atmosphere, we define success by how we impact the lives of the people around us.

Position Summary

The Construction Administrator will support the Project Management team in coordinating and tracking project activities, documentation, schedules, and resources. This position will work closely with Project Managers, field personnel, and internal departments to help ensure projects are completed efficiently and within established timelines.

Duties/Responsibilities

• Project Management Support: Assist Project Managers with daily project activities, scheduling, tracking deliverables, and overall project coordination.
• Coordinate and Track Progress: Assist with monitoring project schedules, budgets, labor hours, and outstanding action items.
• Support Field Operations: Work with Project Managers and Foremen/Superintendents to coordinate manpower needs, equipment assignments, and project logistics.
• Documentation and Reporting: Maintain project records, invoices, purchase orders, change orders, and project status updates.
• Resource Coordination: Assist with tracking manpower, equipment, materials, and subcontractor needs across multiple projects.
• Timesheet and Labor Tracking: Monitor timesheet submissions, track labor hours, and coordinate with Payroll and Project Managers to resolve discrepancies.
• Customer and Vendor Communication: Assist with communication between Project Managers, customers, vendors, and subcontractors.
• Financial Support: Assist Project Managers and Accounting with invoice tracking, purchase orders, and project cost documentation.
• Project Completion and Closeout: Assist with compiling project turnover packages and ensuring required documentation is completed.
• Other Duties as Assigned: Perform additional administrative and project-related tasks to support the Project Management team.

Competencies

Required

• Strong organizational, time management, and communication skills.
• Ability to manage multiple priorities and support several projects simultaneously.
• Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.
• Ability to work effectively with Project Managers, field personnel, vendors, and internal departments.
• Strong attention to detail and ability to work independently.

Experience

Preferred

• Previous experience in construction administration, project coordination, or a related field.
• Experience in industrial construction, mechanical contracting, or related industries.
• Familiarity with project management software such as Procore or Smartsheet.
• Experience with project documentation, labor tracking, and resource coordination.

Benefits Designed To Work For You

• Free HSA health plan or traditional PPO
• 401(k) with generous company match (Safe Harbor)
• Dental, vision, and optional coverage like accident & critical illness insurance
• HSA and FSA accounts to save on healthcare costs
• Company-paid Life, Long Term Disability, and AD&D insurance
• Confidential support for mental health, family matters, legal concerns, and more through our Employee Assistance Program
• Discounts on gyms, shopping & entertainment
• Health benefits kick in fast – first of the month after 30 days

Time Off

We offer a variety of paid time off options to support rest, wellness, and personal needs:

• Paid Time Off
• Paid Holidays
• Bereavement Leave

Job Type:

Full-time

This organization provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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