Construction Project Administrator

Job DescriptionJob Description

Position Summary

At Matukat Construction, we believe in building with purpose and serving our community with integrity. We are looking for a dedicated and detail-oriented Construction Project Administrator to join our team. In this role, you will be the backbone of our project operations, providing essential administrative and logistical support to our project management team. You will help ensure our projects run smoothly, stay on budget, and are completed to the highest standards.

As a Construction Project Administrator, you will foster a collaborative environment, upholding our values of care, clarity, and professionalism. Your work will directly contribute to our mission of creating spaces that strengthen communities and improve lives. If you are a proactive problem-solver with a passion for organization and teamwork, we invite you to build your career with us.

Key Responsibilities

1. Project Coordination and Support

• Assists Project Managers, Project Engineers, and Superintendents in executing daily administrative and logistical tasks.
• Maintains project documents including contracts, insurance certificates, submittals, RFIs, meeting minutes, and change orders.
• Tracks subcontractor compliance and proactively requests missing documentation.
• Schedules meetings, prepares agendas, and distributes accurate meeting notes.
• Coordinates contract execution, purchase orders, and onboarding documentation for vendors and subcontractors.
• Orders blueprints, project signage, and field consumables to keep jobsites stocked and prepared.

2. Job Cost Support and Compliance

• Enters and codes subcontractor pay applications, supplier invoices, and internal labor charges into cost management systems.
• Ensures alignment between actual costs, committed values, and budget allocations.
• Tracks purchase orders and contracts for active projects to ensure proper documentation and approvals.
• Maintains compliance logs for subcontractor insurance, licensing, W-9s, lien releases, and contract status.
• Assists in preparing monthly draw documentation, including lien waivers and invoice backup, for owner billing packages.

3. Financial Reporting Support

• Coordinates with the Controller and PM to prepare accurate project-level financial snapshots.
• Assists in WIP preparation and cost-to-complete reviews but is not responsible for running audits or generating final financial reports.
• Flags discrepancies or concerns in job cost data and communicates findings to appropriate stakeholders.

4. Timesheets and Labor Tracking (As Required)

• May support labor tracking by verifying field staff timesheet submissions and coordinating corrections as needed.
• Assists in aligning labor hours with cost codes for accurate internal reporting.
• This function may be adopted over time based on project needs and platform usage.

5. Invoicing and Vendor Communication

• Serves as the point of contact for subcontractors and suppliers regarding invoice deadlines, lien release submissions, and required documentation.
• Maintains invoicing calendars and coordinates timely processing of all pay applications within project cycles.
• Verifies that all required backup is submitted prior to payment approval.

6. Change Orders and Cost Events

• Drafts and maintains internal and external change orders.
• Updates change order logs and assists in tracking associated T&M tags or backup.
• Coordinates integration of owner-approved change orders with subcontractor contracts or POs, avoiding duplicate entries in the budget.

7. Document Control and Platform Management

• Uploads, organizes, and manages project documents using Autodesk Build and SharePoint.
• Maintains version control on drawings, specs, RFIs, submittals, and meeting records.
• Ensures all project folders are consistent, current, and clearly labeled.
• Supports software consistency across platforms but is not responsible for training others.

8. Team Contribution

• Proactively identifies inefficiencies and offers process improvement suggestions.
• Balances support for multiple active projects and communicates any bandwidth issues early.
• Fosters a collaborative, professional, and accountable working environment.

Qualifications & Skills

• High school diploma or GED required; Associate’s or Bachelor’s degree in Business Administration, Construction Management, or a related field is a plus.
• 2+ years of experience in an administrative or project coordination role, preferably within the construction or a related industry.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) is essential.
• Experience with construction management software (e.g., Autodesk Build, Procore) and SharePoint is highly desirable.
• Exceptional organizational skills and a keen eye for detail.
• Strong written and verbal communication skills, with an ability to interact professionally and warmly with all stakeholders.
• Demonstrated ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• A collaborative spirit and a commitment to contributing to a positive and purpose-driven team culture.

Company DescriptionWhy You’ll Love Working at Matukat

We are a team that supports one another and celebrates shared accomplishments. At Matukat, you are not just an employee; you are part of a community dedicated to building a better future.

A Culture of Care: We foster a supportive and inclusive environment where your well-being and professional growth are top priorities.

Purpose-Driven Work: See the direct impact of your contributions on projects that matter to the community.

Opportunities for Growth: We are committed to your professional development and provide pathways for advancement within the company.

Benefits

HEALTH INSURANCE:

Health insurance benefits kick in after 90 days of employment with Matukat Construction. The program is called ICHRA health insurance. Matukat Construction covers 100% of employees only on an average silver plan. An ICHRA is a health insurance program that allows employees to go to the open market and get whatever coverage best suits their needs while keeping in-network doctors. Matukat will provide professionals to help set up your program. Part-time or temporary employees are not eligible for Matukat-covered health insurance.

PAID TIME OFF (PTO):

Full-time employees receive 12 days of Paid Time Off (PTO) and 8 paid holidays annually after 90 days of employment. PTO covers all absences (vacation, sick, etc.) but must be requested a month in advance for vacations longer than 10 days and is subject to approval. Unused PTO does not carry over. Part-time/temporary employees are not eligible for PTO.

401K MATCH:

As part of our benefits package, we offer a company match on employee contributions to the retirement plan. When you contribute at least 5% of your eligible compensation to your retirement account, Matukat will match 4%. You may choose to contribute more or less, but the company match is capped at 4% and is only available when you contribute at least 5%.

If you are ready to apply your skills to a role with meaning and join a company that values you, we encourage you to apply. Let’s build something great together.Company DescriptionWhy You’ll Love Working at Matukat\r\n\r\n\r\n\r\nWe are a team that supports one another and celebrates shared accomplishments. At Matukat, you are not just an employee; you are part of a community dedicated to building a better future.\r\n\r\nA Culture of Care: We foster a supportive and inclusive environment where your well-being and professional growth are top priorities.\r\n\r\nPurpose-Driven Work: See the direct impact of your contributions on projects that matter to the community.\r\n\r\nOpportunities for Growth: We are committed to your professional development and provide pathways for advancement within the company.\r\n\r\n\r\n\r\nBenefits\r\n\r\n\r\n\r\nHEALTH INSURANCE:\r\n\r\nHealth insurance benefits kick in after 90 days of employment with Matukat Construction. The program is called ICHRA health insurance. Matukat Construction covers 100% of employees only on an average silver plan. An ICHRA is a health insurance program that allows employees to go to the open market and get whatever coverage best suits their needs while keeping in-network doctors. Matukat will provide professionals to help set up your program. Part-time or temporary employees are not eligible for Matukat-covered health insurance.\r\n\r\n\r\n\r\nPAID TIME OFF (PTO):\r\n\r\nFull-time employees receive 12 days of Paid Time Off (PTO) and 8 paid holidays annually after 90 days of employment. PTO covers all absences (vacation, sick, etc.) but must be requested a month in advance for vacations longer than 10 days and is subject to approval. Unused PTO does not carry over. Part-time/temporary employees are not eligible for PTO.\r\n\r\n\r\n\r\n401K MATCH:\r\n\r\nAs part of our benefits package, we offer a company match on employee contributions to the retirement plan. When you contribute at least 5% of your eligible compensation to your retirement account, Matukat will match 4%. You may choose to contribute more or less, but the company match is capped at 4% and is only available when you contribute at least 5%.\r\n\r\n\r\n\r\nIf you are ready to apply your skills to a role with meaning and join a company that values you, we encourage you to apply. Let’s build something great together.