Construction Administrator - Job Site - Hobart

Clayco; Hobart (IN); Hybrid; USD 45,000 - 70,000; Full time

Benefits offered by this job

Discretionary annual bonus

Comprehensive benefits package

Job summary

Clayco is seeking a detail-oriented Project Documents Coordinator to manage electronic project files, support bidding efforts, and coordinate document flow across PreBid, Design, Construction, and Closeout stages. This role requires strong computer skills and excellent communication.

Responsibilities include maintaining filing systems, updating distribution lists, and ensuring adherence to Clayco standards while facilitating smooth collaboration with the design team, subcontractors, and project

Qualifications

• Two-year degree in business administration or related associate degree preferred.
• Experience in the construction industry is a plus.
• Strong computer skills, including Word, Excel, and Outlook.
• Excellent communication and listening skills with attention to detail.

Responsibilities

• Maintain electronic project files across multiple platforms.
• Assist Estimating Department in bidding efforts.
• Type, assemble, organize, file, and distribute project documents (minutes, bid packages, submittal packages, drawings, contracts, change orders).
• Create and maintain distribution lists in Project Management Systems.
• Coordinate workflows with the project team and manage document flow.

Skills

Document management

MS Word

MS Excel

MS Outlook

Communication skills

Attention to detail

Flexibility

Procore

ACC Forma

Construction industry experience

Education

Two-year degree in business administration

Associates degree preferred

Tools

Procore

ACC Forma

Job description

About Us

Clayco is a full-service, turnkey real estate development, master planning, architecture, engineering, and construction firm that safely delivers clients across North America the highest quality solutions on time, on budget, and above and beyond expectations. With $8.1 billion in revenue for 2025, Clayco specializes in the "art and science of building," providing fast track, efficient solutions for mission critical, industrial, life sciences, power & energy, aviation, commercial, institutional, residential and sports & entertainment related building projects.

The Role We Want You For

Provides project document coordination and recording throughout the PreBid, Design, Construction and Closeout process. Keep in contact with the design team, project management, peer reviewers and subcontractors to determine document flow and responsibility to maintain Clayco procedural standards while customizing and improving on these standards as required by each project.

Point Person for construction documents including drawings, sketches, specs, closeout documents, contracts and change orders, etc. Logging and tracking these documents and distributing to the Project Team Members and maintaining the electronic filing system.

This person helps to troubleshoot issues that may arise with Subs, Bidders, etc., in accessing/downloading on-line documents. Candidate understands the construction process and will coordinate next steps in keeping with the policies and standards of Clayco as the project progresses.

The Specifics of the Role

• Maintain Electronic Project Files in multiple platforms.
• Assist Estimating Department in Bidding Efforts.
• Type, assemble, organize, file, distribute, etc., Project Meeting Minutes, Bid Packages, Submittal Packages, Drawings, Contracts, Change Orders, etc.
• Create and maintain Distribution Lists in various Project Management Systems.
• Work with the Project Team to manage and adjust workflows at a project level.
• Enter new companies and update company information in various Project Management Systems, as necessary.
• Assist in format and content of project specific reports as requested.
• Follow up with Subcontractors, Designers, and Suppliers for submittals, executed contracts, change orders, closeouts, etc.
• Request, assemble and submit the closeout documents to the owner and to archive.
• Maintain company standards and procedures for the Project and follow up with the team to ensure they are being followed.
• Assist in data searches of previous projects.

Requirements

• Experience in the construction industry is a plus
• Experience in Project Management programs such as Procore and ACC Forma would be beneficial.
• Two-year degree in business administration or related associates degree is preferred.
• Excellent computer skills, including document management system, Word, Excel, and Outlook, and willingness to regularly update skills
• Excellent communication skills, both oral and written.
• Excellent listening skills with attention to detail.
• Excellent and efficient quality of work.
• Able to be flexible with work hours

Some Things You Should Know

• No other builder can offer the collaborative design-build approach that Clayco does.
• We work on creative, complex, award-winning, high-profile jobs.
• The pace is fast!
• This position is classified as a safety-sensitive role in accordance with applicable state and federal laws. Candidates selected for this position will be subject to a comprehensive background check, which includes mandatory drug testing.

Why Clayco?

• 2025 Best Places to Work – St. Louis Business Journal, Los Angeles Business Journal, and Phoenix Business Journal.
• 2025 ENR Top 400 – Top Data Center Contractor (Top 3).
• 2025 ENR Top 100 Design-Build Firms – Design-Build Contractor (Top 5).
• 2025 ENR Top 100 Green Contractors – Green Contractor (Top 3).

Benefits

• Discretionary Annual Bonus: Subject to company and individual performance.
• Comprehensive Benefits Package Including: Medical, dental and vision plans, 401k, generous PTO and paid company holidays, employee assistance program, flexible spending accounts, life insurance, disability coverage, learning & development programs and more!

Compensation

• The salary range for this position considers a wide range of factors in making compensation decisions including but not limited to: Education, qualifications, skills, training, experience, certifications, internal equity, and location. Compensation decisions are dependent on the facts and circumstances of each case.