Construction Administrator

Flaherty-; Indianapolis (IN); On-site; USD 52,000 - 76,000; Full time

Benefits offered by this job

Health Insurance

Vision Insurance

Dental Insurance

401k with match

Paid Time Off

Parental Leave

Life Insurance

Training & Certifications

Employee Referral Program

Company Events

Volunteer Opportunities

Job summary

Flaherty & Collins Construction in Indianapolis is seeking a Construction Administrator to keep projects organized, manage contracts, invoices, and project docs from groundbreaking through closeout. You’ll coordinate subcontracts, vendor onboarding, pay applications, and monthly draw processes while ensuring compliance with accounting and document control.

You will collaborate with project managers and teams to improve processes, maintain records, and support project success in a fast-paced

Qualifications

• Bachelor’s degree in business administration or 5+ years of executive administrative experience.
• Experience in construction administration, project coordination, or accounting support.
• Proficiency with Microsoft Office; Excel, Word, Outlook.
• Familiarity with Procore, Viewpoint, or AIA documents is a plus.

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.
• Attend project meetings, capture meeting minutes, and distribute follow-up action items.
• Collaborate with construction, accounting, and administrative teams to improve processes.

Skills

Microsoft Office

Excel

Word

Outlook

Education

Bachelor’s degree in business administration

Tools

Procore

Viewpoint

AIA Contract Documents

Job description

Construction AdministratorLocation: Corporate Office - Indianapolis, INCreating Value Through Vibrant CommunitiesWith 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:DiligentWinning MindsetRespectful Team PlayerHumbly ConfidentIntegrityJoin 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. Apply today and start building a brighter future with Flaherty & Collins Construction!Construction AdministratorAt 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 IntegrityBenefits Package:Health Benefits: Medical, Vision & Dental InsuranceWellness Benefits: Employee Assistance ProgramVirtual Doctor VisitsRetirement Planning: 401k program with a company matchEmployer-Paid Life InsurancePaid Time Off- Personal Time, Birthday, Diversity Day, and 8.5 Holidays.Paid Parental LeaveRental DiscountsIndustry MembershipsCompany EventsVolunteer OpportunitiesEmployer-Paid Training & CertificationsEmployee Referral ProgramBonus OpportunitiesFlaherty & Collins Properties is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.