Mechanical Construction Administrator

Position Summary: The Construction Administrator is responsible for overseeing the administrative and documentation processes related to mechanical construction and time/material (T&M) projects. This role supports the full project lifecycle—from bid evaluation through award, construction execution, and invoicing. The position requires a detail-oriented individual capable of managing complex documentation, coordinating with vendors, engineers, and field teams, and ensuring compliance with both internal standards and industry regulations.

Key Responsibilities:

Bid & Preconstruction Support:

Review Invitations to Bid (ITBs), drawings, specifications, and addendums for mechanical construction opportunities.

Maintain and manage the bid calendar, ensuring deadlines are met and communicated.

Set up and organize quote folders; download and file all bid documents systematically.

Coordinate weekly with Engineers to assess bid potential and project viability.

Share plan room links with vendors and maintain quote tracking logs.

Project Administration:

Create and administer mechanical construction and T&M projects, including converting approved quotes into projects in the CCAC operating system.

Issue purchase orders for projects and tool accounts; receive and post project costs.

Schedule field technicians and coordinate jobsite documentation such as submittals and drawings.

Ensure all project folders comply with CCAC documentation standards.

Apply for permits and coordinate inspections as needed.

Support warehouse operations, material coordination, or inventory as assigned.

Construction Phase Support:

Attend jobsite meetings, take detailed minutes, and communicate updates to all stakeholders.

Monitor project schedules and progress against milestones.

Facilitate communication between field crews, office staff, and external partners.

Maintain digital and physical filing systems for all project documentation.

Financial & Compliance:

Assist with invoicing for mechanical and T&M projects, including progress and AIA-style billing.

Track budgets and support financial reporting as required.

Serve as a notary public and assist with legal and compliance tasks as needed.

Requirements:

Associate's Degree in Construction Management or equivalent experience required; Bachelor's Degree preferred.

3+ years of experience in construction administration, preferably in mechanical or HVAC projects.

Mechanical estimating or HVAC supplier experience is a plus.

Proficient in Microsoft Office Suite, especially Excel and SharePoint.

Strong organizational, multitasking, and communication skills.

Ability to work both independently and collaboratively with diverse teams.

Valid driver's license required.