Construction Project Administrator

Hohl Industrial Services Inc.; City of Tonawanda (NY); On-site; USD 55,000 - 85,000; Full time

Job summary

Hohl Industrial Services Inc. in Tonawanda, NY, seeks a Construction Project Administrator to support the full project lifecycle, from preconstruction planning to closeout. You will help maintain project files, coordinate administrative tasks, and ensure compliance with contract requirements.

The role collaborates with internal teams, customers, subcontractors, and external partners. A detail-oriented, proactive candidate with strong organizational and communication skills will thrive in our

Qualifications

• High school diploma or equivalent.
• Minimum of two years of relevant administrative experience in a similar industry.
• Proficiency with Microsoft Word, Excel, email, and other project management systems.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and deadlines.
• Strong written and verbal communication.

Responsibilities

• Participate in project turnover and client kickoff meetings.
• Assist with contract processing, sales tax determinations, bonding requirements, and subcontractor insurance compliance.
• Coordinate project setup within the company's ERP system.
• Process and distribute subcontracts and purchase order requests.
• Provide ongoing administrative support to the Construction Project Team.
• Assist with project billing, including progress payment applications, time-and-materials billing, and change orders.
• Support the identification and reconciliation of accounts payable payments against cash receipts.
• Maintain accurate project documentation, contract values, and estimated costs.
• Process and distribute change documentation and coordinate subcontractor change orders.
• Assist with compliance reporting (workforce utilization, MBE/WBE/SDVOB/DBE reporting, certified payroll, OSHA cards, subcontractor insurance and bonding, safety submissions).
• Contribute to project challenge resolution planning and keep documentation current.

Skills

Organizational skills

Communication skills

Time management

Attention to detail

Team collaboration

Education

High school diploma or equivalent

Tools

Microsoft Word

Excel

Email

Project management software

Job description

Hohl Industrial Services is seeking a detail-oriented and highly organized Construction Project Administrator to support our Construction Project Team throughout the full project lifecycle, from preconstruction planning through construction and final contract closeout. This role is essential to keeping projects organized, maintaining accurate documentation, coordinating administrative and financial processes, and ensuring project requirements are met.

The ideal candidate is proactive, comfortable managing multiple priorities, and capable of communicating effectively with internal teams, customers, subcontractors, and other external partners.

Key Responsibilities

Preconstruction Support

• Participate in project turnover and client kickoff meetings.

• Assist with contract processing, sales tax determinations, bonding requirements, and subcontractor insurance compliance.

• Coordinate project setup within the company's ERP system.

• Process and distribute subcontracts and purchase order requests.

Construction Administration

• Provide ongoing administrative support to the Construction Project Team.

• Assist with project billing, including progress payment applications, time-and-materials billing, and change orders.

• Support the identification and reconciliation of accounts payable payments against cash receipts.

• Maintain accurate project documentation, contract values, and estimated costs.

• Process and distribute change documentation and coordinate subcontractor change orders.

• Assist with compliance reporting, including workforce utilization, MBE/WBE/SDVOB/DBE reporting, certified payroll, OSHA cards, subcontractor insurance and bonding, and safety compliance submissions.

• Contribute to project challenge resolution planning and help ensure project documentation and administrative processes remain current.

Contract Closeout

• Assist with the preparation of operations and maintenance (O&M) manuals.

• Process final payment applications and outstanding change orders.

• Assist with final job accounting, committed cost reconciliation, and project closeout.

• Maintain organized electronic project records and coordinate document archiving.

Additional Responsibilities

• Support and mentor project managers in established and evolving office support processes.

• Assist with project soft-close and hard-close procedures.

• Provide backup support for check deposits and bid coordination.

• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required.

• Minimum of two years of relevant administrative experience in a similar industry.

• Strong organizational skills and attention to detail.

• Ability to manage multiple tasks, competing priorities, and deadlines effectively.

• Strong written and verbal communication skills, with the ability to interact professionally with employees at all levels, customers, subcontractors, and external contacts.

• Basic mathematical skills and the ability to work with project-related financial information.

• Proficiency with common office software, including Microsoft Word, Excel, email, and other computer-based project management or administrative systems.

• Ability to work independently while collaborating effectively with the broader project team.

Work Environment

This position operates in a standard office environment with typical office-related physical demands.

Join Our Team

At Hohl Industrial Services, Inc., the Construction Project Administrator plays an important role in supporting successful project execution and ensuring that essential administrative, financial, and compliance processes are handled accurately and efficiently.

At Hohl Industrial Services, Inc. established in 1950, with headquarters in Tonawanda, NY, is a full-service specialized organization that provides for a diverse industrial clientele. Hohl offers a unique range of field, shop, technical, equipment sales and services.

With our professional staff of engineers, project managers, skilled tradespeople, fabricators and machinists, we are able to thoroughly study and develop a customized plan to meet all of our client's needs. Combining this with our innovative strategies and techniques, added with our experienced field personnel, we administer these plans in a safe, expedient and economical measure.

Hohl Industrial Services is a certified AISC fabricator and erector. Additionally, we maintain CWB, NYDOT, ODOT, AWS, ASME and ISO certifications

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identify, national origin, or any other characteristic protected by law.