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We’ve helped thousands of clients hire amazing staff in the Philippines and Latin America.
Benefits of Hiring a Construction Administrator
A construction administrator (CA) serves as the backbone of project documentation and coordination. They relieve project managers and engineers by handling much of the paperwork and office management. For a construction firm, this means projects stay organized and on schedule. A CA ensures contracts are in order, submittals are tracked, and bills and payments are processed. By having a CA, you reduce errors (e.g. missed deadlines or contract details) and speed up processes, which ultimately saves money and time on projects. Clients often note that clear communication and paperwork from a CA leads to smoother builds and fewer disputes.
Best Country to hire a Construction Administrator
Construction admins are in demand wherever construction happens. If your projects are US-based, hiring remotely for an on-site admin may be limited. However, many aspects of construction admin work (document preparation, scheduling, compliance management) can be done remotely. Philippines has experienced construction support staff, with English proficiency and familiarity with international standards. Latin America workers often have construction industry knowledge and work hours similar to the US, which is helpful for live updates. South Africa has professionals trained in international building codes and project admin. The choice depends on how much on-site presence you need. If mostly paperwork, the Philippines or LatAm can be very cost-effective. If local coordination is key, consider a domestic hire or someone near the project location.
What You Can Expect from Your Construction Administrator
A construction administrator provides vital support to your project team. They help estimate and track budgets, ensuring each phase stays within limits. They create and manage project schedules and logs (timelines, submittal schedules, meetings) to keep everyone aligned. The CA handles a lot of documentation: they assemble bid packages, contracts, and paperwork for subcontractors. During construction, they maintain work logs, issue payments (invoices, change orders), and update stakeholders on project status. Quality control is another key area: they enforce compliance by managing submittals and ensuring contract specifications are met. At project closeout, they compile all final documents (warranties, equipment info) and confirm everything is archived properly. In essence, a CA keeps the administrative side of construction running smoothly so field staff can focus on building.
How to Hire Your Next Construction Administrator
Look for candidates with construction office experience. In your ad, specify required skills like contract administration, budgeting, and familiarity with AIA documents if relevant. Review resumes for background in construction firms or engineering offices. During interviews, test their attention to detail (e.g. give a sample contract with issues to spot). They should be good at organizing information and communicating with diverse teams. Check that they have software skills (Project management tools or even advanced Excel). Because they will deal with finance and contracts, trustworthiness is crucial. Many CAs work in-office, but if remote, ensure you have systems for document sharing and approval workflows.
Construction Admin Job Description
We’ve helped thousands of clients hire amazing staff in the Philippines, South Africa and Latin America.
Project coordination: Assist project managers in creating and updating project schedules and budgets.
Bid and contract administration: Prepare bid packages, track subcontractor bids, and maintain contract documents.
Document control: Maintain logs of submittals, RFIs, change orders, and ensure all project documentation is current.
Quality control: Enforce contract requirements and building codes by tracking compliance documents and submittals.
Financial tasks: Process invoices, subcontracts, change orders, and punch lists; manage cash flows and assist with payroll and billing tasks.
Closeout: Assemble closeout packages, including maintenance manuals and warranties, for client handover.
Communication: Act as a liaison between project team, contractors, and clients to keep everyone informed of updates.
Qualifications
High school diploma (some college preferred) with 2-3 years in construction administration or engineering. Familiarity with construction contracts (AIA forms) and project software. Organized, detail-oriented, and good communicator.
FAQs on Hiring a Construction Admin
What software should a CA know?
Commonly Microsoft Excel and Word, plus project management tools (like MS Project or Procore). They might also use accounting software for billing.
Do construction administrators need a construction background?
Ideally, yes. Understanding basic construction terms and processes helps them support the team effectively. However, someone with strong organizational skills and willingness to learn can start as a CA with training.
What is the difference between a construction administrator and a project manager?
A project manager makes high-level decisions on design, scope, and onsite management. A construction administrator supports by handling documentation, scheduling, and office coordination. The PM often delegates administrative tasks to the CA.
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