Construction Project & Office Administrator

IAPMO Group; Florida; On-site; USD 50,000 - 70,000; Full time

Job summary

IAPMO Group is seeking an experienced Construction Office & Project Administrator for a Commercial Construction role in Northeast Broward County. Local candidates only.

This position combines office coordination, field logistics, and company operations to support projects from startup through closeout and warranty. You will work closely with the president, project managers, and superintendents to ensure timely housing, travel, documentation, and compliance, while maintaining organized project

Qualifications

• Experience in construction administration supporting PMs, superintendents, and leadership.
• Knowledge of subcontract documentation, insurance certs, RFIs, submittals, permitting, and closeout.
• Ability to coordinate multiple projects while managing ongoing office and compliance deadlines.

Responsibilities

• Coordinate project startup and field support: housing, travel, and site needs.
• Maintain organized project records: folders, logs, drawings, permits, docs.
• Administer subcontract documentation: distribute, track agreements, collect W-9s, licenses.
• Track submittals, RFIs, and procurement follow-up and inform teams of long-lead items.
• Support permitting and compliance: licenses, annual reports, renewals, continuing education.
• Coordinate insurance and office operations: insurance proposals, records, meetings, IT needs.
• Manage closeout administration: warranties, manuals, drawings, lien waivers, owner packages.
• Coordinate warranty follow-through with PMs and presidents.

Skills

Construction administration

Project coordination

Document management

Pricing and procurement awareness

Communication with stakeholders

Tools

ShareFile

Job description

Construction Office & Project Administrator – Commercial Construction – Northeast Broward County

LOCAL CANDIDATES ONLY

WHY YOU WANT THIS OPPORTUNITY

Are you an experienced construction administrator who enjoys keeping both the office and project teams organized, prepared, and moving forward?

This opportunity brings together construction project administration, field logistics, and company operations. You will work closely with the president, project managers, and superintendents to coordinate the details that support projects from startup through closeout and the warranty period.

If you enjoy taking ownership, anticipating what others need, and following through until an issue is resolved, this role offers a broad range of responsibilities where your judgment and organization matter every day.

WHAT YOU WOULD BE RESPONSIBLE FOR:

• Coordinate project startup and field support: Arrange superintendent housing and travel; obtain competitive pricing for dumpsters, temporary facilities, and other site needs; coordinate supplies, temporary labor, and project utilities.
• Maintain organized project records: Set up and maintain ShareFile folders, project contact lists, logs, drawings, permits, and other required documentation.
• Administer subcontract documentation: Prepare, distribute, and track subcontract agreements; route contract and scope questions to the appropriate decision-makers; collect vendor W-9s, insurance certificates, and licenses.
• Track submittals, RFIs, and procurement follow-up: Maintain logs, follow up on outstanding responses and approvals, and keep project teams informed of long-lead items and delivery dates.
• Support permitting and company compliance: Coordinate permit documentation and track contractor licenses, business registrations, annual reports, renewals, and continuing education requirements.
• Coordinate insurance and office operations: Obtain builders risk insurance proposals, organize project records and payment documentation, route correspondence, arrange meetings, and coordinate employee IT needs.
• Manage closeout administration: Collect warranties, operation and maintenance manuals, as-built drawings, testing and balancing reports, and final lien waivers; assemble owner closeout packages and track outstanding punch list items.
• Coordinate warranty follow-through: Route claims to project managers for approval, arrange subcontractor return visits, and follow up through resolution, with associated costs approved by the project manager or president.

DO YOU HAVE WHAT IT TAKES?

• Construction administration experience that has prepared you to support project managers, superintendents, and company leadership.
• Working knowledge of subcontract documentation, insurance certificates, RFIs, submittals, permitting, and project closeout.
• The ability to coordinate multiple projects while also managing recurring office and company compliance deadlines.
• Strong document management skills and comfort maintaining shared electronic files, tracking logs, and project records.
• Clear communication and consistent follow-through with subcontractors, vendors, consultants, and internal teams.
• Sound judgment when comparing pricing, identifying missing information, and recognizing when an issue requires leadership approval.

THIS IS FOR THE CONSTRUCTION OFFICE & PROJECT ADMINISTRATOR WHO…

• Thinks ahead about what the field team will need before a project starts.
• Understands that an unanswered RFI, missing approval, or incomplete agreement needs active follow-up.
• Keeps deadlines and outstanding items visible without waiting to be reminded.
• Can move between project documentation, travel arrangements, compliance tracking, and warranty coordination while maintaining accuracy.
• Takes ownership of coordination and knows when to bring a decision to the president or project manager.
• Thinks ahead about what the field team will need before a project starts.
• Understands that an unanswered RFI, missing approval, or incomplete agreement needs active follow-up.
• Keeps deadlines and outstanding items visible without waiting to be reminded.
• Can move between project documentation, travel arrangements, compliance tracking, and warranty coordination while maintaining accuracy.
• Takes ownership of coordination and knows when to bring a decision to the president or project manager.

If you are succeeding where you are but wondering whether there is a stronger next step for your career, you do not need to apply blindly.

Florida Construction Connection® works specifically within Florida's construction industry and uses The Breistol Method® to help experienced construction professionals determine whether an opportunity truly aligns with their experience, career goals, compensation, and long-term growth.

DOES THIS SOUND LIKE THE CAREER YOU ARE LOOKING FOR?

Florida Construction Connection® | The Breistol Method®