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Construction Administrator

Construction Administrator

San Diego, CA

A commercial real estate owner and manager is looking for a Construction Administrator to provide lead administrative support in the construction department, working closely with the Construction Managers on their assigned projects. It is a dynamic position that acts as the main interface with the Accounting Department in the maintenance of all accounting records for construction projects and which supervises the Construction Administrative Assistants.


  • Processing contracts, purchase orders and vendor change orders

  • Processing vendor invoices - contacting vendor for invoice revisions, payment status inquiries and questions, properly codes invoices for CM/REM approval.

  • Processing monthly draws- collecting vendor releases, preparing draw before the deadline date and send to client and/or bank for payment.

  • Acts as main interface with Accounting Department in the maintenance of accounting records for

  • construction projects.

  • Oversees responsibilities of the Construction Administrative Assistant(s).

  • Participates on job walks and meets with vendors for bid review and estimates as needed.

  • Involved with the job “kick off” meeting with architects, contractors and clients.

  • Meets with inspectors for project permitting as needed.

  • Attends weekly job status meetings with vendors, clients, Architects and General Contractors.

  • Obtains and collects sample boards, submittals, drawings and cut sheets.

  • Assists Construction Managers to generate budgets for new projects.

  • Obtains insurance certificates and W-9 forms for new vendors and updates current forms.

  • Sets up all utilities for new projects.

  • Requests bids from contractors and consultants.

  • Prepares close-out packages for each project which include the following:

  • Collect warranties from General Contractor and vendors.

  • Collect O & M manuals from General Contractor.

  • Collect final releases from General Contractor, Subcontractors, and Vendors along with contact information.

  • Collect certificate of occupancy.

  • Collect final inspection cards.

  • Types, thoroughly proofreads, and photocopies all correspondence for all assigned individuals.

  • Transmits all interoffice documents in appropriately colored folders

  • Faxing, scanning, filing, email correspondence, photocopying, and courier service set up for plans.

  • Maintain chronological draw and vendor files.

  • Sorts and distributes mail to assigned individuals within the Construction department.

  • Updates construction vendor addresses in outlook.

  • Maintains good relations with all vendors and/or tenants.

  • Responds to all telephone calls promptly, but in no case later than 24 hours.

  • Answers vendor and/or tenant calls. Logs and responds to requests.

  • Assists in preparation of due diligence books.

  • Processes expense reports for Construction Managers.

  • Immediately delivers to the Chief Operating Officer or MD any lawsuit filed against the CM/CA/AA or company


  • Previous office and construction experience as determined by Firm.

  • Real estate license preferred.

  • Competency in general office procedures.

  • Competency in construction accounting.

  • Competency in all utilized computer programs and functions necessary to perform construction administration functions.

  • Competent in verbal and written communication.

  • Problem solving ability.

  • Organization and accuracy of work.

  • Ability to effectively manage multiple tasks and duties timely and accurately.

  • Attitude and teamwork with all professional relationships, both internal and external.

  • Professional demeanor and courtesy.

Building Careers I San Diego Search Firm I Executive Search for Commercial Real Estate Careers