23 days old

Construction Project Administrator

Wellington, Florida
  • Job Type
  • Job Status
    Full Time

General Description

The Project Administrator is the person with responsibility for setting up and maintaining the entire subcontract and purchase order process, accounting records and monitoring all aspects of the financial progress of the project. The Project Administrator also assists the Vice President of Construction and the Project Manager(s) roll out workplace initiatives, as well as administrator daily affairs related to the projects.


The Project Administrator reports to the Vice President of Construction and the Project Manager(s) for the assigned projects in all matters concerning the project operations.

Duties and Responsibilities

    • Be accountable for each project’s success.
    • Draft any correspondence as necessary as deemed by the Project Manager.
    • Review thoroughly and know the Construction Contract (GMP) for the projects assigned and coordinate any specific requirements with the accounting.
    • Maintain routine and thorough communication with the Bainbridge Project Team, the Project Manager, and the Vice President of Construction
    • Create subcontract and purchase order files as required. 
    • Assist in all requirements regarding start-up of project including trailer orders and temporary electric and water services, as requested.
    • Work with the Project Manager to establish priorities and critical path subcontract items.
    • Monitor subcontractor and supplier insurance compliance.
    • Communicate regularly with the Project Manager(s) regarding the status of unexecuted subcontract and purchase orders and open change orders.
    • Create and maintain a subcontractor and supplier agreement and contact list and update weekly.
    • Prepare and review subcontract agreements and purchase orders for all pertinent information, including the schedule of values for subcontractors, and coordination with accounts payable.
    • Ensure that all payment applications from subcontractors are received in a timely manner and that they are correct and fully executed.
    • Facilitate the coordination with Superintendent, Project Manager(s) and Vice President to fully approve all invoices and payment applications each month.
    • Communicate with subcontractors to ensure that the receipt is within the time constraints as per the subcontract agreement.
    • Ensure that all subcontract agreement and purchase orders are properly executed.
    • Notify the subcontractors and suppliers if insurance requirements are not met.
    • Work with Superintendent(s) and Project Manager(s) to ensure all contract requirements are met prior to releasing payments, and coordinate with Accounts Payable.
    • Receive all necessary information for subcontract change orders.
    • Review the release of subcontractor retainage to ensure compliance with the subcontract agreement.
    • Ensure, prior to releasing final payables to subcontractors and suppliers that all close-out documents are in order. 
    • Meet with the Project Manager and Superintendent once a month prior to submission of owner pay applications. Prepare the draw for distribution to appropriate parties.
    • Make certain that all paper work is flowing to the proper parties, Development, Project Manager, President and Vice President of Construction and Corporate.
    • Create electronic copies of the Maintenance and Operations Manuals and distribute as directed.
    • Assist in preparing all project close-out documents.
    • Create and maintain email records, ensure communication of information is distributed to correct parties in a timely manner.


    • MS Office Timberline/Sage 300 Multi-Family
    • Highly Organized
    • Strong Construction Terminology


    • Worked for a General Contractor or Subcontractor

Resumes from external recruiters/staffing firms will NOT be considered.


Posted: 2020-01-03 Expires: 2020-07-06

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Construction Project Administrator

Bainbridge Construction & Development
Wellington, Florida

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