Assistant Construction Administrator (Office-Based)

Description

We are seeking a detail-oriented, organized Assistant Construction Administrator to manage the construction phase of projects primarily from our Scottsdale office. This role is focused on document management, consultant coordination, and supporting project teams, ensuring smooth workflows and accurate records from project startup through closeout. While occasional site visits may be required, this is predominantly an in-office role.

• Assist with compiling punch lists into substantial completion forms.
• Maintain professional, responsive communication with contractors and clients.
• Review closeout documents, prepare final completion letters, and maintain project records.
• Support PMs with construction-phase communication and documentation needs.
• Attend Pre-construction meeting to maintain client / GC relationships.
• Create and issue ASI’s (Architect’s Supplemental Instructions) to the project team.
• Facilitate CA hand-off meetings and assist in pre-construction meeting preparation.
• Download, organize, and archive meeting minutes, project schedules, and testing reports.
• Receive, log, and distribute submittals and RFI’s to consultants; track responses back to contractors.
• Coordinate consultant input for submittals, RFIs, and closeout processes.
• Maintain accurate logs for AUA’s ,CUA’s, change orders, and pay applications
• Data entry for AUA’s, CUA’s, change orders, and pay applications daily
• Track upcoming projects and maintain visibility of all active CA work.

Requirements

Experience as a Project Coordinator or Project Engineer strongly considered.

This position is an excellent fit for candidates with prior experience as a Project Coordinator or Project Engineer who are looking to apply their organizational and communication skills in an architectural setting.

Strong organizational skills, attention to detail, and ability to manage multiple projects simultaneously.

Minimum 5 years of recent experience in Construction Administration (architectural design firm experience preferred).

Bachelor’s degree in Construction Management or related field preferred.

Proficiency in Microsoft Office applications and document management systems.

Demonstrated experience with submittals, RFI’s, ASI’s, change orders, and pay applications.

Benefits

• Enjoy a balanced workweek with 9-hour workdays, plus a half-day on Fridays.
• Optional in-office work on Friday afternoons, where you can also bring your dog.
• Life & Disability Insurance
• Performance bonuses
• Optional Employee-paid Vision insurance
• HSA Employer contribution
• 100% Employer paid Medical and Dental Insurance
• 401(K) matching
• Competitive PTO
• Hybrid (office/remote) Workplace

Training + Development

Interview process

Visa Sponsorship

Security clearance