Construction Project Administrative Coordinator - Master Care Flooring, Baltimore, MD

MidAtlantic Employers' Association; Baltimore (MD); On-site; USD 52,000 - 66,000; Full time

Job summary

Master Care Flooring in Baltimore, MD seeks a highly organized Construction Project Administrative Coordinator to support the Controller and Project Operations Team in a fast-paced specialty construction environment.

This full-time office role covers accounting support, project documentation, insurance/compliance, purchasing, scheduling support, and general administration. Join a team that values meticulous coordination to keep projects on track from bidding through closeout.

Qualifications

• Administrative experience in construction, subcontracting, or accounting support.
• Excellent organization and attention to detail.
• Ability to prioritize multiple requests while maintaining accuracy.
• Professional communication with customers, vendors, and staff.
• Familiarity with certificates of insurance, AP/AR, and project files is a plus.

Responsibilities

• Answer incoming phones and provide front-office support.
• Complete contractor prequalification forms and maintain company documentation.
• Obtain project-specific Certificates of Insurance and provide W-9s and licenses.
• Assist with weekly accounts payable processing and invoice entry.
• Assist with monthly AR statements and routine collection follow-up.
• Assist with employee timesheet collection and payroll-support documentation.
• Order routine inventory materials and maintain purchasing records.
• Create and maintain project files from bidding to closeout.
• Assist with document management, transmittals, and electronic submissions.
• Support scheduling data entry and project logistics.
• Assist with project setup and closeout documentation.
• Perform general office data entry, filing, and scanning.

Skills

Administrative experience

Organization and detail

Communication skills

Time management

Multitasking

Spreadsheet proficiency

Confidential information handling

Tools

Microsoft Excel

Document management systems

Accounting software

Purchasing systems

Job description

MASTER CARE FLOORING

Master Care Flooring is seeking a highly organizedConstruction Project Administrative Coordinator to support ourController and Project Operations Team in a fast-paced specialtyconstruction environment.

This is a full-time office position with broad responsibilityacross accounting support, project documentation,insurance/compliance, purchasing, scheduling support, and general administration.

What You Will Do:

• Answer incoming phones and provide professional front-office support.
• Complete general contractor prequalification forms andmaintain supporting company documentation.
• Obtain project-specific Certificates of Insurance and provideW-9s, licenses, and other requested compliance documents.
• Assist with weekly accounts payable processing, invoice entry,printing, filing, and supporting documentation.
• Assist with monthly AR statements, non-AIA invoicing, postingreceivable payments, and routine collection follow-up under theController's direction.
• Assist with employee timesheet collection, time entry,payroll-support documentation, and follow-up on missing information.
• Order routine inventory materials, sundries, and officesupplies and maintain related purchasing records.
• Create, organize, and maintain project files frombidding/award through project closeout.
• Assist with document management, transmittals, project forms,and electronic document submissions.
• Provide administrative support to the ProjectCoordinator/Scheduler for scheduling-related data entry, fieldpaperwork, and project logistics.
• Assist the Office Project Manager and other project staff withroutine project setup, filing, and closeout documentation.
• Perform general office data entry, filing, scanning, documenttransmission, and record maintenance.

How the Role Fits the Team:

This position reports directly to the Controller, whoestablishes workload priorities and provides day-to-day supervision.

The coordinator will also work closely with the ProjectCoordinator/Scheduler and the project operations team.

The role is designed to remove routine administrative work frommanagers so they can stay focused on scheduling, project execution,financial controls, and business growth.

What Success Looks Like:

• Administrative requests are handled promptly and accurately.
• Project, payroll, and accounting documentation is organizedbefore manager review.
• Prequalification and insurance requests are completed on time.
• Routine materials and supplies are ordered before shortages occur.
• Project files are complete and easy to retrieve throughout thejob lifecycle.
• The Controller and Project Coordinator/Scheduler gainmeaningful time back for their higher-level responsibilities

Experience and Skills:

What We Are Looking For:

• Administrative experience in construction, subcontracting,accounting support, project coordination, or a similar businessenvironment is strongly preferred.
• Excellent organization and attention to detail.
• A strong sense of ownership and follow-through - this rolemust be comfortable tracking open items until they are complete.
• Ability to prioritize multiple requests while maintaining accuracy.
• Professional communication skills with customers, generalcontractors, vendors, field employees, and internal staff.
• Comfortable working with spreadsheets, email,document-management systems, and business software; ability tolearn new systems quickly.
• Ability to handle confidential payroll, financial, andemployee information with discretion.
• Familiarity with construction terminology, certificates ofinsurance, AP/AR, purchase orders, job files, or contractorportals is a plus.