Construction Project Admin - Scheduling & Billing

Pye-Barker Fire & Safety; Tallahassee (FL); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Excellent pay

Medical dental vision

Life insurance

Short-term disability

401K match

Paid vacation

Career development

Company vehicle

Ownership plan

Job summary

Pye-Barker Fire & Safety in Tallahassee, FL is seeking an experienced Construction Administrative Coordinator to organize, schedule, and manage the flow of activities for field technicians. You will coordinate with managers, office staff, sales, and customers to ensure smooth, profitable projects from start to finish.

The role requires 2+ years in construction administration, proficiency in MS Office, and strong communication and problem-solving skills.

Qualifications

• Previous experience in construction administration, project coordination, service operations, or a related construction industry is required.
• Minimum of two years in a construction administration role.
• Knowledge of pay applications, AIA billing, invoicing, lien waivers, change orders, and project documentation is highly recommended.
• Previous administrative experience preferred
• Proficient skills in Microsoft Office, including Word and Excel
• Excellent customer service and problem-solving skills
• High-quality organizational skills
• Ability to work well under deadlines and to multitask
• Ability to build relationships and coalitions within the community
• Excellent verbal and written communication skills
• Excellent critical thinking and problem-solving skills

Responsibilities

• Schedule appointments for clients, answer phones and track clients’ service records.
• Coordinate and manage assigned jobs, including retrofits, installations, large repair projects, and other project-based work from start to completion.
• Serve as the primary administrative liaison between project managers, technicians, customers, vendors, and general contractors.
• Prepare, track, and submit project documentation including contracts, purchase orders, change orders, closeout documents, and customer-required paperwork.
• Manage project billing process, including invoice preparation, pay application support, collection of supporting documentation, and tracking payment status.
• Ensure all project documents are maintained in accordance with company standards and customer requirements.
• Assess the needs of clients and connect them with the correct provider
• Create and maintain a directory of providers and resources
• Create and maintain a database of clients and client needs
• Bill completed service SRs for local accounts.
• Order any materials needed for the required service.
• Interact with clients who are not satisfied, putting service and communication techniques into practice and resolving any conflicts professionally and answering inquiries respectfully
• Evaluate the quality of all services and identify areas that need improvements
• Ensure each client is given the necessary services and follow up to fill ongoing service needs
• Maintain good relationships with providers and clients to keep customer base
• Monitor the services being provided and stay up to date on any services being introduced or discontinued
• Expand the list of resources and providers to assure there are no gaps in services
• Answer telephones and respond to email inquiries in the office
• Perform other duties assigned by management.

Skills

Microsoft Office

Customer service

Problem solving

Communication

Multitasking

Education

Construction admin experience

Two years in role

Tools

AIA billing

Invoicing

Job description

Pye-Barker Fire & Safety in Tallahassee, FL is seeking an experienced Construction Administrative Coordinator to organize, schedule, and manage the flow of activities for field technicians. You will coordinate with managers, office staff, sales, and customers to ensure smooth, profitable projects from start to finish.

The role requires 2+ years in construction administration, proficiency in MS Office, and strong communication and problem-solving skills.