Construction Administrator

Job Overview

The Construction Administrator plays a pivotal role in managing and coordinating construction projects within the real estate sector, ensuring compliance with regional building codes and regulations. This position involves overseeing contract administration, facilitating communication between contractors, architects, and clients, and maintaining detailed project documentation. The role requires a strong focus on scheduling, budgeting, and quality control to support timely and cost-effective project delivery. The Construction Administrator collaborates closely with project managers, engineers, and regulatory bodies to ensure all construction activities align with organizational standards and client expectations.

Organizational Impact

The Construction Administrator plays a critical role in ensuring the smooth execution of real estate development projects by managing administrative and operational tasks that support construction teams and stakeholders. This role contributes to the organization’s success by facilitating effective communication, maintaining accurate documentation, and ensuring compliance with regulatory requirements. By coordinating schedules, processing contracts, and tracking project progress, the Construction Administrator helps minimize delays and cost overruns, ultimately supporting timely project delivery and enhancing client satisfaction within the competitive real estate market.

Key Systems

A Construction Administrator typically utilizes project management software such as Procore or Builder trend to track project milestones and documentation. They also work with enterprise resource planning (ERP) systems tailored to construction finance and procurement, customer relationship management (CRM) platforms for stakeholder communication, and document management systems (DMS) like SharePoint or Autodesk BIM 360 for organizing contracts, permits, and drawings. Additionally, they may use accounting software such as QuickBooks or Sage 300 Construction and Real Estate to assist with invoicing and budget tracking, alongside communication tools like Microsoft Teams and Outlook for daily correspondence.

Inputs

This role receives a variety of inputs including construction contracts, change orders, project schedules, invoices, inspection reports, and regulatory compliance documents. These inputs often arrive via email, project management platforms, and direct communication from contractors, architects, and vendors. The Construction Administrator also handles requests for information (RFIs), meeting minutes, and task assignments from project managers and site supervisors. Timely processing and accurate interpretation of these inputs are essential to maintaining project momentum and ensuring all stakeholders are informed and aligned.

Outputs

A Construction Administrator produces comprehensive project documentation that includes contracts, change orders, progress reports, and compliance records. They deliver detailed schedules and budgets that track project milestones and expenditures, ensuring alignment with client expectations and regulatory requirements. Communication outputs include formal correspondence with contractors, vendors, and clients, as well as meeting minutes and action item lists. These outputs are typically delivered through project management software platforms, email, and formal presentations, reflecting a professional standard suitable for the real estate development sector.

Activities

- Manage project documentation and ensure all records are accurate and up to date.

- Coordinate communication between contractors, architects, engineers, and clients.

- Monitor project schedules and budgets, identifying and addressing variances.

- Prepare and process contracts, change orders, and payment applications.

- Ensure compliance with local building codes, safety regulations, and environmental standards.

- Organize and document project meetings, including preparation of agendas and minutes.

- Support procurement activities by managing bids and vendor relationships.

- Track project progress and report status to stakeholders regularly.

- Assist in resolving project issues and disputes by facilitating communication and documentation.  

Recommended Items

- Comprehensive training on construction project management software (e.g., Procore, Builder trend).

- Detailed templates for contracts, change orders, progress reports, and meeting minutes.

- Checklists for compliance with local building codes, safety, and environmental regulations.

- Standard operating procedures for document control and communication protocols.

- Access to a centralized project documentation repository.

- Quality assurance standards specific to construction administration in real estate projects.

- Onboarding materials covering company policies, project workflows, and stakeholder roles.

Content Example

- Construction project schedules and timelines

- Budget reports and cost tracking documents

- Contract documents and change orders

- Meeting minutes and correspondence with contractors, architects, and clients

- Compliance and safety inspection reports

- Submittals and requests for information (RFIs)

- Progress reports and punch lists

- Permit applications and regulatory filings

- Equipment and material delivery logs

Sample Event-Driven Tasks

- Responding to contractor requests for information or clarifications on project specifications

- Addressing unexpected site issues such as safety incidents or inspection failures

- Processing change orders following client or design team requests

- Coordinating with vendors and suppliers upon delivery delays or discrepancies

- Updating project documentation after design revisions or regulatory changes

- Communicating with stakeholders following inspection results or audit findings

- Managing contract disputes or claims as they arise during construction

Sample Scheduled Tasks

- Preparing weekly or biweekly construction progress reports for stakeholders

- Scheduling and coordinating regular site inspections and safety audits

- Conducting monthly budget reviews and cost forecasting updates

- Organizing and documenting project meetings with contractors and design teams

- Ensuring timely submission of permits and regulatory compliance documentation

- Maintaining and updating the project schedule to reflect current progress

- Reviewing and filing all project correspondence and documentation on a routine basis

Sample Infill Tasks

- Review and update project documentation and filing systems to ensure accuracy and compliance with company standards.

- Assist in preparing and distributing meeting agendas, minutes, and follow-up action items for project teams.

- Conduct research on local building codes, zoning regulations, and permit requirements to support project compliance.

- Coordinate with vendors and subcontractors to verify delivery schedules and contract terms.

- Develop and maintain project schedules using construction management software such as Procore or Buildertrend.

- Participate in training sessions or webinars on construction project management best practices and software tools.

- Support the preparation of budget reports and track project expenditures against approved budgets.

- Assist in quality control inspections by documenting findings and coordinating corrective actions.

- Update and maintain contact lists for project stakeholders, including architects, engineers, and contractors.

- Collaborate with the procurement team to track purchase orders and delivery of materials.