Job Title: Senior Construction AdminJob DescriptionThe Senior Construction Admin provides comprehensive administrative support for large wastewater treatment plant construction projects, ensuring accurate and timely management of project documentation, contract compliance, procurement activities, and business development initiatives. This role serves as a key liaison between project managers, field personnel, subcontractors, clients, vendors, and corporate departments, supporting construction operations from project setup through closeout while maintaining high standards of organization, communication, and document control.
Responsibilities
- Assist project managers with project setup, ongoing maintenance, and closeout activities for large construction projects.
- Maintain organized and compliant project files in accordance with company document retention standards.
- Prepare and track subcontracts, purchase orders, change orders, and project correspondence to ensure accuracy and timely processing.
- Monitor contract requirements, deliverables, and compliance deadlines, and proactively follow up on outstanding items.
- Assist with the preparation and distribution of project reports, meeting minutes, project logs, and other key documentation.
- Coordinate project closeout documentation, including warranties, operation and maintenance manuals, and final releases.
- Manage both electronic and hard-copy project documentation to ensure accessibility and completeness.
- Maintain document control systems, including SharePoint and network project directories, in an organized and consistent manner.
- Track incoming and outgoing project correspondence to maintain a clear record of communications.
- Coordinate the distribution and filing of RFIs, submittals, drawing revisions, and other project records.
- Ensure document accuracy, version control, and proper archiving procedures throughout the project lifecycle.
- Collect and review certificates of insurance, bonds, licenses, and other compliance documentation from subcontractors and vendors.
- Track subcontractor prequalification requirements and maintain up-to-date records.
- Assist with contract administration and compliance reporting, including documentation for public-sector projects when applicable.
- Monitor insurance expiration dates and renewal requirements to ensure continuous coverage.
- Support certified payroll processing, public records requests, and governmental compliance requirements when applicable.
- Coordinate vendor and subcontractor onboarding, ensuring all required documentation is complete and accurate.
- Assist with bid solicitations and proposal-related subcontractor and supplier documentation.
- Maintain vendor databases and qualification records to support procurement and project administration.
- Support procurement activities and purchase order processing in alignment with project needs and timelines.
- Assist with construction proposal preparation and submission, ensuring all required information is gathered and formatted correctly.
- Maintain project qualification data and project experience records for use in proposals and marketing materials.
- Coordinate collection of resumes, project descriptions, safety information, and references for proposal and business development efforts.
- Support marketing initiatives and business development activities, including maintaining project award and client databases.
- Provide administrative support to Senior leadership and project teams, including executives and project managers.
- Prepare professional correspondence, reports, and presentations for internal and external stakeholders.
- Schedule meetings and coordinate travel arrangements as needed for project and executive staff.
- Assist with onboarding and training materials for new team members and support staff.
- Support special projects and company initiatives as assigned, contributing administrative expertise and coordination.
- Perform data entry and maintain accurate administrative records related to construction administration, project coordination, and payroll support.
Essential Skills
- Associate's degree or equivalent experience in a related field.
- Minimum of 5 years of experience in construction, engineering, contractor, or project administration environments.
- Strong understanding of construction documentation, processes, and project administration workflows.
- Advanced skills in Microsoft Office, including Excel, Word, Outlook, Teams, and SharePoint.
- Demonstrated experience in document control, including managing electronic and hard-copy records and maintaining version control.
- Experience in construction administration, project administration, and project coordination.
- Strong written and verbal communication skills, with the ability to prepare clear and professional correspondence and reports.
- Excellent organizational and multi-tasking abilities, with proven capability to manage competing deadlines.
- Ability to manage confidential information with discretion and professionalism.
- Strong English communication skills.
- Attention to detail and accuracy in handling contracts, compliance documentation, and project records.
- Ability to follow through on tasks, maintain accountability, and complete assignments with minimal supervision.
- Critical thinking and problem-solving skills applied to administrative and project-related challenges.
- Professional, customer-service-oriented demeanor when interacting with executives, project managers, subcontractors, and clients.
- Self-motivation and initiative, with the ability to work independently and as part of a team.
- Ability to communicate effectively with executives, project managers, subcontractors, clients, and diverse field personnel.
Additional Skills & Qualifications
- Bilingual English/Spanish proficiency is preferred due to frequent interaction with field personnel, subcontractors, and vendors.
- Experience with water and wastewater or heavy civil construction projects is highly beneficial.
- Experience working with public-sector contracts and associated compliance requirements.
- Knowledge of subcontract administration and insurance requirements, including certificates of insurance and bonds.
- Experience with project management software and advanced document control systems beyond standard office tools.
- Proposal or marketing support experience, including preparation of construction proposals and maintenance of project experience data.
- Background in administrative support, data entry, and payroll support within a construction or engineering environment.
- Ability to prioritize tasks effectively and manage multiple projects or assignments simultaneously.
- Experience supporting executives and project teams in a fast-paced corporate or construction office setting.
Work EnvironmentThis role is based in a corporate office environment within a team of approximately 30 professionals, including executives, administrative staff, accounting, construction support, project managers, estimators, and schedulers. The Senior Construction Admin reports administratively to Senior leadership in project administration and marketing, and functionally to a Senior project manager, while providing support to executives and other team members such as superintendents, health and safety personnel, quality control staff, and project engineers as needed. The work involves extensive use of Microsoft Office, SharePoint, and network-based document control systems, with a focus on supporting large, high-profile government and infrastructure projects in a stable, growth-oriented organization. The culture emphasizes training, professional development, and long-term career advancement, offering the benefits of working with a local industry leader backed by the resources and stability of a major global organization. Job Type & LocationThis is a Contract to Hire position based out of Miami, FL. Pay and BenefitsThe pay range for this position is $30.00 - $35.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:
Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave) Job Type & LocationThis is a Contract to Hire position based out of Miami, FL. Application DeadlineThis position is anticipated to close on Nov 26, 2026. Workplace TypeThis is a fully onsite position in Miami,FL.About Actalent
Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.
San Francisco Fair Chance Ordinance:
Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector:
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI):
We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
