Construction Project Administrator

Tactical Construction, Inc; City of Rochester (NY); On-site; USD 65,000 - 75,000; Full time

Job summary

Tactical Construction, Inc. is seeking a motivated Project Administrator to support planning, coordination, and execution of construction projects from preconstruction through closeout.

The Project Administrator will work closely with Project Managers, Superintendents, Subcontractors, and Clients to help ensure projects are completed safely, on schedule, within budget, and in accordance with contract documents and company standards.

Qualifications

• Minimum 2+ years of experience in construction administration or a similar role.
• Strong organizational and detail-oriented skills.
• Familiarity with submittals, RFIs, change orders, contracts, and project documentation.
• Procore strongly preferred.
• Proficient with Microsoft Office (Outlook, Word, Excel).

Responsibilities

• Provide day-to-day administrative support to Project Managers and Superintendents.
• Maintain accurate project files, documentation, and records.
• Assist with submittals, RFIs, change orders, purchase orders, contracts, and closeout documents.
• Track outstanding project items and follow up with subcontractors, vendors, and internal teams.
• Assist with subcontractor and vendor coordination.
• Maintain project information in Procore.
• Prepare meeting documentation and project correspondence.
• Collect and organize COIs, W-9s, contracts, warranties, O&M manuals, and closeout documentation.
• Support project startup and closeout processes.
• Communicate professionally with owners, subcontractors, vendors, and internal teams.
• Assist in maintaining project schedules and deadlines.

Skills

Project coordination

Organizational skills

Attention to detail

Communication skills

Multi-project management

Procore

Microsoft Office

Tools

Procore

Microsoft Office

Job description

Tactical Construction, Inc. is seeking an organized, dependable, and detail-oriented Project Administrator to support our construction project management team. This position is ideal for someone with 2+ years of construction industry experience who understands the fast-paced nature of construction and can keep project documentation, communication, and administrative processes moving efficiently.

As a member of the team, you accept the core values; Honor, Courage & Commitment of Tactical Construction, Inc., and the customers we represent. In all activities, satisfying and exceeding the expectations and desires of our customers shall be the number one priority along with creating a growth culture focused on employee development and success. From this basic standard and adherence to our company’s mission, vision, and core values, we shall conduct our daily business.

Position Summary

We are seeking a motivated and detail-oriented Project Administrator to support the successful planning, coordination, and execution of construction projects from preconstruction through closeout. The Project Administrator will work closely with Project Managers, Superintendents, Subcontractors, and Clients to help ensure projects are completed safely, on schedule, within budget, and in accordance with contract documents and company standards. This role is responsible for helping manage project documentation, coordinating RFIs and submittals, tracking project progress, and facilitating communication between field and office teams.

The ideal candidate is organized, proactive, technically proficient, and capable of managing multiple priorities in a fast-paced construction environment while contributing to the overall success of the project team.

Key Responsibilities

• Provide day-to-day administrative support to Project Managers and Superintendents.
• Maintain accurate project files, documentation, and records.
• Assist with submittals, RFIs, change orders, purchase orders, contracts, and closeout documents.
• Track outstanding project items and follow up with subcontractors, vendors, and internal team members.
• Assist with subcontractor and vendor coordination.
• Maintain project information and documentation within Procore.
• Help prepare meeting documentation, project correspondence, reports, and other administrative materials.
• Collect and organize COIs, W-9s, contracts, warranties, O&M manuals, and closeout documentation.
• Support project startup and closeout processes.
• Communicate professionally with owners, subcontractors, vendors, and internal teams.
• Assist Project Managers with maintaining project schedules, deadlines, and required documentation.
• Perform additional administrative and project coordination duties as needed.

Qualifications

• Minimum 2+ years of experience in construction administration, project coordination, or a similar construction-related role required.
• Working knowledge of construction terminology and project processes.
• Familiarity with submittals, RFIs, change orders, contracts, and project documentation.
• Experience with Procore strongly preferred.
• Proficient with Microsoft Office, including Outlook, Word, and Excel.
• Strong organizational skills with excellent attention to detail.
• Ability to manage multiple projects, priorities, and deadlines simultaneously.
• Strong written and verbal communication skills.
• Comfortable following up with others and taking ownership of outstanding items.
• Ability to work independently while also being a strong team player.

Compensation

• $65,000-$75,000 per year based on experience

What We're Looking For

We are looking for someone who is proactive rather than reactive. The right person doesn't wait to be reminded that something is due—they keep track of details, follow through, communicate when something is outstanding, and help keep the project team organized.

This is a great opportunity for someone who already has a foundation in construction and wants to continue developing their knowledge while becoming an important part of the project management team.