Onsite Construction Admin Coordinator

Talentify; Bath (PA); On-site; USD 30,000 - 44,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Time Off/Leave (PTO, Vacation)

Job summary

Aston Carter seeks an Administrative Coordinator to provide comprehensive administrative support to the project manager for construction projects in Bath, PA. This onsite role focuses on documentation, billing, and coordination to enable growth and strong contractor relationships.

The position is contract-to-hire, requires 3+ years in administration within related industries, and offers standard benefits. Proficiency in MS Word/Excel and Bluebeam is preferred.

Qualifications

• 3+ years administrative experience, preferably in construction or mechanical project environments.
• Proficiency in Microsoft Office, with strong Word and Excel skills for document prep and data entry.
• Demonstrated experience in administrative support, including data entry, document management and coordination tasks.
• Ability to manage multiple tasks and deadlines with accuracy and attention to detail.
• Strong written and verbal communication for proposals, change orders and professional correspondence.
• Ability to review and verify invoice details against quoted prices and project requirements.

Responsibilities

• Prepare and process job startup paperwork to ensure projects begin with accurate documentation.
• Closeout paperwork and archival of project records.
• Manage submittal process, including tracking approvals for project documents.
• Review invoices and flag discrepancies in pricing.
• Organize and distribute project documents to internal and external stakeholders.
• Maintain project plans and revisions for access by all stakeholders.
• Update backlog tracker weekly for visibility of ongoing and upcoming work.
• Draft, format, and type proposals and change orders as directed.
• Manage billing for assigned projects, including invoicing and tracking.
• Submit permits as needed to support schedules.
• Coordinate utility work orders and related documentation.
• Conduct follow-up calls for feedback on proposals and document responses.

Skills

MS Word

MS Excel

Document management

Multi-tasking

Professional communication

Tools

Bluebeam PDF

Job description

Aston Carter seeks an Administrative Coordinator to provide comprehensive administrative support to the project manager for construction projects in Bath, PA. This onsite role focuses on documentation, billing, and coordination to enable growth and strong contractor relationships.

The position is contract-to-hire, requires 3+ years in administration within related industries, and offers standard benefits. Proficiency in MS Word/Excel and Bluebeam is preferred.