CA Admin Assistant

JOB SUMMARY

The Contracts / Construction Administration Coordinator supports project teams throughout the construction and closeout phases of K–12 and other public-sector projects. This position assists with the review, tracking, and administration of construction documentation, including change orders, Requests for Information (RFIs), submittals, contract modifications, and project closeout documentation.

A key responsibility of this role is coordinating the project closeout process to ensure all required documentation has been received, reviewed, and completed prior to final payment and release of retainage. The position works closely with principals, project managers, contractors, consultants, and owners to maintain accurate documentation, track outstanding items, and help move projects efficiently through final completion.

JOB RESPONSIBILITIES include the following. Other duties may be assigned.

· Coordinate and manage the administrative aspects of project closeout from substantial completion through final completion.

· Track closeout requirements and ensure all required documentation is received from contractors and consultants.

· Review closeout documentation for completeness prior to processing final payment and release of retainage.

· Assist with processing final applications for payment and verifying requirements have been satisfied before final retainage is released.

· Review and track Change Orders, Construction Change Directives, and related supporting documentation for completeness and accuracy.

· Review, log, track, and route Requests for Information (RFIs) to the appropriate project team members and consultants.

· Review, log, distribute, and track submittals and shop drawings through completion.

· Monitor outstanding RFIs, submittals, change orders, punch-list items, and other construction administration documentation.

· Maintain accurate project records, logs, and documentation throughout the construction and closeout phases.

· Coordinate with project managers and contractors regarding outstanding documentation, deadlines, and closeout requirements.

· Assist with Certificates of Substantial Completion and other AIA construction administration documents.

· Track warranties, operation and maintenance manuals, as-built documents, attic stock, training documentation, and other required closeout deliverables.

· Assist in confirming completion of punch-list items and outstanding project requirements.

· Maintain organized electronic project files and ensure documentation is properly filed and accessible.

· Support project managers with construction administration documentation and follow-up.

· Communicate with contractors, consultants, owners, and internal project teams regarding outstanding items.

· Assist with owner and consultant agreements, amendments, and other contract-related documentation as needed.

· Perform other duties as assigned.

Requirements:

· Associate’s or Bachelor’s degree in Business, Construction Management, Architecture, Engineering, or related field preferred.

· 2–5 years of experience in construction administration, project coordination, contract administration, architecture, engineering, or commercial construction preferred.

· Experience with project closeout procedures, applications for payment, and retainage strongly preferred.

· Familiarity with RFIs, submittals, change orders, punch lists, and construction documentation.

· Familiarity with AIA contract and construction administration documents preferred.

· Experience supporting K–12, public-sector, or publicly funded construction projects is a plus.

· Strong organizational skills with exceptional attention to detail.

· Ability to manage multiple projects, deadlines, and outstanding items simultaneously.

· Strong written and verbal communication skills.

· Ability to communicate professionally and follow up effectively with contractors, consultants, owners, and internal project teams.

· Strong problem-solving skills and ability to identify missing or incomplete documentation.

· Ability to learn and follow firm procedures, documentation standards, and project management systems.