Construction Administrator

Flaherty & Collins Properties in; Indianapolis (IN); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Health Benefits: Medical, Vision &

Job summary

Flaherty & Collins Construction is seeking a Construction Administrator to help keep projects organized, contracts compliant, invoices processed, and project teams operating efficiently from groundbreaking through closeout. We're looking for someone who thrives in a fast-paced environment, enjoys detail-oriented work, and takes pride in keeping everything running smoothly.

This day-shift role at our Corporate Office in Indianapolis, IN offers an opportunity to collaborate with construction,

Qualifications

• Bachelor’s degree in business administration or 5+ years of Executive Administrative experience.
• Experience in construction administration, project coordination, accounting support, or a related administrative role.
• Proficient with Microsoft Office, especially Excel, Word, and Outlook.

Responsibilities

• Prepare and manage subcontracts, service agreements, purchase orders, and change orders.
• Coordinate vendor onboarding, including W-9 collection, insurance certificates, and compliance tracking.
• Process project-related invoices, ensuring accurate coding and supporting documentation.
• Review subcontractor pay applications, lien waivers, and payment documentation for completeness and accuracy.
• Support monthly draw processes and coordinate payment tracking activities.
• Assist with certified payroll administration when required.
• Maintain vendor records and perform periodic audits to ensure accurate information.
• Work closely with Project Managers to prepare and distribute weekly project status reports.
• Coordinate project documentation and administrative activities throughout the project lifecycle.
• Support project closeout efforts, including document collection, retainage processing, and lessons learned documentation.
• Attend project meetings, capture meeting minutes, and distribute follow-up action items.
• Communicate with project teams and leadership to help resolve issues and keep projects moving forward.
• Collaborate with construction, accounting, and administrative teams to improve processes and increase efficiency.

Skills

Organizational skills

Detail oriented

Project coordination

Microsoft Office (Excel, Word, Outlook

Contract & invoicing support

Communication with vendors

Education

Bachelor’s degree in business administration

Tools

Procore

Viewpoint

AIA Contract Documents

Job description

Job Details: Job Location: Corporate Office - Indianapolis, IN 46204, Position Type: Full Time, Education Level: None, Salary Range: $65,000.00 - $75,000.00 Salary, Job Shift: Day, Job Category: Construction,

Construction Administrator

Location: Corporate Office - Indianapolis, IN

Creating Value Through Vibrant Communities

With expertise in market-rate, affordable, and mixed-use communities, we specialize in innovative public and private partnerships. Since 1993, we’ve delivered over $3 billion in developments and maintain a robust pipeline exceeding $1 billion.

Our purpose—Creating Value Through Vibrant Communities—drives everything we do. Guided by our core values, we foster a dynamic and collaborative environment:

• Diligent
• Winning Mindset
• Respectful Team Player
• Humbly Confident
• Integrity

Join our award-winning team! In 2024, we were recognized as being among the Top 50 Development and Construction Firms by Multi-Housing News, Commercial Property Executive, and RE Journals.

If you’re passionate, driven, and ready to thrive, we want to hear from you.

Construction Administrator

At Flaherty & Collins Construction, successful projects require more than great builders—they require exceptional support behind the scenes. Our Construction Administrators play a critical role in keeping projects organized, contracts compliant, invoices processed, and project teams operating efficiently from groundbreaking through closeout.

We're looking for a Construction Administrator who thrives in a fast-paced environment, enjoys keeping details organized, and takes pride in helping project teams succeed. If you're highly organized, proactive, and enjoy being the person who keeps everything running smoothly, we'd love to meet you.

What You'll Do:

• Prepare and manage subcontracts, service agreements, purchase orders, and change orders.
• Coordinate vendor onboarding, including W-9 collection, insurance certificates, and compliance tracking.
• Process project-related invoices, ensuring accurate coding and supporting documentation.
• Review subcontractor pay applications, lien waivers, and payment documentation for completeness and accuracy.
• Support monthly draw processes and coordinate payment tracking activities.
• Assist with certified payroll administration when required.
• Maintain vendor records and perform periodic audits to ensure accurate information.
• Work closely with Project Managers to prepare and distribute weekly project status reports.
• Coordinate project documentation and administrative activities throughout the project lifecycle.
• Support project closeout efforts, including document collection, retainage processing, and lessons learned documentation.
• Attend project meetings, capture meeting minutes, and distribute follow-up action items.
• Communicate with project teams and leadership to help resolve issues and keep projects moving forward.
• Collaborate with construction, accounting, and administrative teams to improve processes and increase efficiency.

What Makes You a Great Fit:

• Bachelor’s degree in business administration or 5+ years of Executive Administrative experience.
• You enjoy organizing information, managing details, and supporting multiple priorities at once.
• You have experience in construction administration, project coordination, accounting support, or a related administrative role.
• You are comfortable working with contracts, invoices, vendor documentation, and project records.
• You communicate professionally and confidently with internal teams, vendors, and project stakeholders.
• You are proficient with Microsoft Office, particularly Excel, Word, and Outlook.
• Experience with Procore, Viewpoint, AIA Contract Documents, or similar construction software is a plus.
• You are proactive, resourceful, and always looking for ways to improve processes.
• You thrive in a collaborative environment and enjoy supporting others' success.
• You embody our values of Diligent, Winning Mindset, Respectful Team Player, Humbly Confident, and Integrity

Benefits Package:

• Health Benefits: Medical, Vision & Dental Insurance
• Wellness Benefits: Employee Assistance Program
• Virtual Doctor Visits
• Retirement Planning: 401k program with a company match
• Employer-Paid Life Insurance
• Paid Time Off- Personal Time, Birthday, Diversity Day, and 8.5 Holidays.
• Paid Parental Leave
• Rental Discounts
• Industry Memberships
• Company Events
• Volunteer Opportunities
• Employer-Paid Training & Certifications
• Employee Referral Program
• Bonus Opportunities

Flaherty & Collins Properties is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.