Construction Administrator

Clean Power Staffing; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Clean Power Staffing seeks an on-site Administrative/Operations Support professional to assist project management and construction teams on a utility-scale solar project. You will manage documentation, coordinate site communications, track records, and support reporting in a fast-paced environment.

The ideal candidate is highly organized, detail-oriented, and comfortable working with project managers, site managers, subcontractors, vendors, and field personnel.

Qualifications

• Experience supporting project teams in construction or energy projects.
• Strong organizational skills and detail orientation.
• Ability to manage documentation and records.
• Comfort in fast-paced environments and cross-functional collaboration.
• Experience with timesheets, expenses, and invoicing is a plus.

Responsibilities

• Provide daily administrative support to Site Manager, Construction Manager, Project Manager, and broader project team.
• Maintain and organize project documentation, including contracts, submittals, RFIs, change orders, meeting minutes, and construction records.
• Manage document control processes to ensure project files, drawings, reports, and revisions are accessible.
• Assist with daily, weekly, and monthly project reporting, including construction progress, manpower tracking, productivity updates, and site activity summaries.
• Coordinate and distribute project communications, meeting agendas, action items, and follow-up documentation.
• Support processing and tracking of invoices, purchase orders, subcontractor documentation, and project-related expenses.
• Maintain records of subcontractor and vendor information, including insurance certificates, compliance documents, and required deliverables.
• Assist with onboarding and offboarding of site personnel, tracking documentation, training records, and site access requirements.
• Track project schedules, milestones, and administrative deliverables to support timely completion of construction activities.
• Collaborate with Quality and Safety teams to maintain documentation, inspection records, training logs, and compliance files.
• Support management of timesheets, attendance records, travel documentation, and per diem reporting.
• Coordinate site meetings, visitor access, office supplies, equipment requests, and other logistical requirements.
• Ensure project records are maintained per company policies and client expectations.
• Identify administrative gaps, improve document organization, and support efficient communication among stakeholders.
• Perform additional administrative and coordination duties as required to support successful project execution.

Job description

This role is responsible for providing on-site administrative and operational support to the project management and construction teams throughout the execution of a utility-scale solar project. This position will manage project documentation, coordinate site communications, track project records, assist with reporting, and ensure administrative processes are organized and maintained in accordance with project requirements. The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced construction environment while collaborating with project managers, site managers, subcontractors, vendors, and field personnel.

Key Responsibilities

• Provide daily administrative support to the Site Manager, Construction Manager, Project Manager, and broader project team.
• Maintain and organize project documentation, including contracts, submittals, RFIs, change orders, meeting minutes, and construction records.
• Manage document control processes to ensure project files, drawings, reports, and revisions are accurately maintained and accessible.
• Assist with daily, weekly, and monthly project reporting, including construction progress, manpower tracking, productivity updates, and site activity summaries.
• Coordinate and distribute project communications, meeting agendas, action items, and follow-up documentation.
• Support the processing and tracking of invoices, purchase orders, subcontractor documentation, and project-related expenses.
• Maintain accurate records of subcontractor and vendor information, including insurance certificates, compliance documents, and required project deliverables.
• Assist with onboarding and offboarding of site personnel, including tracking required documentation, training records, and site access requirements.
• Track project schedules, milestones, and administrative deliverables to support timely completion of construction activities.
• Collaborate with the Quality and Safety teams to maintain relevant documentation, inspection records, training logs, and compliance files.
• Support the management of timesheets, attendance records, travel documentation, and per diem reporting, as applicable.
• Coordinate site meetings, visitor access, office supplies, equipment requests, and other logistical requirements.
• Ensure project records are maintained in accordance with company policies, client expectations, and project-specific procedures.
• Identify administrative gaps, improve document organization, and support efficient communication across project stakeholders.
• Perform additional administrative and coordination duties as required to support successful project execution.