Construction Management Support

Construction Management Support Specialist
Administrative Support Position
Summary
The Construction Management Support Specialist provides comprehensive administrative, documentation, coordination, and project controls support to the Construction Management team. This position supports construction managers, project managers, quality control personnel, safety personnel, engineers, inspectors, subcontractors, and client representatives throughout all phases of construction.
The position is primarily administrative and does not independently perform engineering, design, construction inspection, or trade work. The Construction Management Support Specialist helps maintain organized, accurate, timely, and contract-compliant project records while facilitating communication among project stakeholders.
The contractor must be highly organized, proficient with office and project management software, attentive to detail, and capable of managing multiple priorities in a deadline-driven construction environment.
Essential Duties and Responsibilities
General Administrative Support
• Provide day-to-day administrative support to the Construction Management team.
• Prepare, format, proofread, edit, distribute, and maintain project correspondence, reports, memoranda, meeting materials, presentations, spreadsheets, forms, and other documents.
• Maintain calendars, schedules, contact lists, distribution lists, and project directories.
• Coordinate meetings, conference calls, site visits, inspections, progress reviews, and other project-related activities.
• Prepare meeting agendas, presentation materials, attendance records, sign-in sheets, and supporting documentation.
• Track action items, responsible parties, required responses, and completion dates.
• Assist tea ---------- mbers with routine administrative requests, document retrieval, scheduling, printing, scanning, copying, mailing, and file organization.
• Support onboarding and administrative processing for project personnel, subcontractors, vendors, and visitors.
Document Control and Records Management
• Establish and maintain electronic project files in accordance with contract requirements and the approved project filing system.
• Maintain current and historical versions of drawings, specifications, schedules, reports, correspondence, submittals, requests for information, meeting minutes, photographs, and other construction records.
• Assign document numbers, revision numbers, dates, and distribution information as required.
• Maintain document registers and logs to track receipt, review, approval, distribution, revision, and closeout.
• Verify that documents are complete, properly labeled, signed, dated, and filed in the correct location.
• Upload and retrieve project documents from approved electronic systems, shared drives, cloud platforms, or client-provided databases.
• Archive superseded documents while ensuring that current approved documents remain readily accessible.
• Assist with document retention, turnover, and closeout requirements.
• Support responses to document requests, audits, inspections, claims, investigations, and management reviews.
• Maintain confidentiality and comply with applicable records-management and cybersecurity procedures.
Submittal and RFI Administration
• Receive, log, route, track, and distribute construction submittals.
• Maintain submittal registers showing specification section, submittal number, description, responsible party, date received, review status, required response date, disposition, and final approval date.
• Review submittal packages for administrative completeness before routing them for technical review.
• Notify responsible parties of incomplete, missing, overdue, rejected, or resubmitted items.
• Track requests for information and maintain an accurate RFI log.
• Route RFIs to the appropriate reviewer and monitor response deadlines.
• Distribute approved submittals, RFI responses, clarifications, and related documentation to authorized project personnel.
• Maintain records of submittal revisions, substitutions, approvals, comments, and final dispositions.
• Assist in reconciling outstanding submittals and RFIs before project completion.
Correspondence and Communication
• Prepare draft correspondence for review and approval by the Construction Manager or Project Manager.
• Maintain incoming and outgoing correspondence logs.
• Route project communications to the appropriate tea ---------- mbers and confirm receipt when required.
• Track correspondence requiring a response, decision, clarification, or follow-up action.
• Assist with the preparation and distribution of notices, directives, meeting invitations, status updates, and project announcements.
• Maintain professional communication with client representatives, contractors, subcontractors, consultants, vendors, and other stakeholders.
• Support coordination among project tea ---------- mbers without independently issuing technical direction or modifying contract requirements.
• Immediately elevate urgent, sensitive, safety-related, schedule-critical, or contract-related communications to the appropriate manager.
Schedule and Project Tracking Support
• Assist with maintaining project schedules, milestone calendars, look-ahead schedules, inspection schedules, and deliverable due dates.
• Track administrative deadlines associated with submittals, RFIs, reports, invoices, change documentation, permits, inspections, and closeout activities.
• Collect schedule updates and status information from responsible tea ---------- mbers.
• Prepare administrative summaries of completed, ongoing, delayed, and upcoming activities.
• Maintain action-item, issue, risk, decision, and milestone logs.
• Notify the Construction Manager or Project Manager of approaching deadlines and overdue items.
• Assist with preparing weekly and monthly progress reports.
• Update dashboards, trackers, spreadsheets, and project management systems using information provided by authorized project personnel.
• Maintain records supporting schedule discussions, delay analysis, and project status reporting.
Daily and Periodic Reporting Support
• Collect daily reports, inspection records, manpower information, equipment information, photographs, delivery tickets, visitor logs, and other project documentation.
• Review reports for administrative completeness, required signatures, dates, attachments, and consistency.
• Compile daily, weekly, monthly, and special project reports.
• Maintain contractor and subcontractor daily-report files.
• Assist with tracking weather conditions, work activities, staffing levels, equipment use, deliveries, i ---------- , delays, and site visitors when reported by field personnel.
• Organize photographs by date, location, activity, and description.
• Maintain progress-reporting templates and ensure reports are submitted by required deadlines.
• Support the preparation of executive summaries, management briefings, and client presentations.
Contract and Change Management Support
• Maintain administrative files for contracts, task orders, modifications, change orders, proposals, notices, directives, and claims-related documentation.
• Establish and maintain change request, potential change order, modification, and change order logs.
• Track the status of proposed changes, pricing requests, estimates, negotiations, approvals, and executed modifications.
• Compile supporting documentation for change evaluations and management review.
• Maintain records of contractor notices, differing site conditions, delays, disruptions, and other potential contract issues.
• Assist with organizing labor, material, equipment, schedule, and cost documentation provided by project personnel.
• Ensure that executed modifications and authorized changes are distributed and incorporated into the appropriate project files.
• Refrain from directing changed work, authorizing costs, approving time extensions, or making contractual commitments unless expressly authorized in writing.
Cost and Invoice Administration
• Assist with collecting, organizing, and tracking invoices, payment applications, supporting schedules, certified payroll records, receipts, and other cost documentation.
• Maintain invoice and payment application logs.
• Check submissions for administrative completeness and required supporting documents.
• Route payment documents to the appropriate technical, financial, or management reviewers.
• Track review comments, corrections, resubmissions, approvals, and payment status.
• Assist with reconciling invoice amounts against contract line items, approved changes, schedules of values, and previously paid amounts.
• Maintain records of commitments, expenditures, remaining balances, and approved changes using information provided by authorized financial or project personnel.
• Support preparation of cost summaries, forecasts, accruals, and budget tracking reports.
• Maintain separation between administrative review and final approval authority.
Quality Control and Inspection Administration
• Provide administrative support for quality control and quality assurance activities.
• Maintain inspection schedules, testing logs, deficiency lists, punch lists, nonconformance records, and corrective action logs.
• Coordinate inspection and testing notifications with authorized project personnel.
• File inspection reports, test reports, certifications, laboratory results, commissioning documents, and corrective action records.
• Track deficiencies, responsible parties, target completion dates, reinspection dates, and final closure.
• Assist with preparing quality control meeting agendas, minutes, reports, and supporting documentation.
• Maintain records of preparatory, initial, follow-up, and completion phase meetings when required.
• Support the organization of commissioning, testing, balancing, training, and acceptance documentation.
• Perform only administrative tracking and coordination unless separately qualified and authorized to conduct technical inspections.
Safety and Environmental Administration
• Provide administrative support to the Site Safety and Health Officer, Safety Manager, or other designated safety personnel.
• Maintain safety plans, activity hazard analyses, training records, certifications, inspection forms, i ---------- reports, and safety meeting documentation.
• Track employee and subcontractor training, badging, certifications, permits, and required renewals.
• Maintain records of toolbox talks, safety orientations, daily safety meetings, and corrective actions.
• Assist with compiling i ---------- documentation and routing it to authorized safety and management personnel.
• Maintain environmental permits, waste documentation, spill records, hazardous material records, and related logs when applicable.
• Support administrative tracking of safety observations and corrective actions.
• Immediately communicate reported safety concerns to the designated safety representative.
• Refrain from making technical safety determinations unless separately qualified and authorized.
Procurement, Material, and Delivery Coordination
• Maintain procurement, equipment, material, and delivery logs.
• Track purchase requests, vendor information, lead times, submittal approvals, expected delivery dates, actual delivery dates, and outstanding items.
• Coordinate delivery notifications and access requirements with designated project personnel.
• Maintain packing slips, delivery tickets, receiving reports, warranties, certifications, and product data.
• Assist with tracking government-furnished, owner-furnished, contractor-furnished, or long-lead equipment.
• Maintain records of material storage, transfer, return, replacement, and disposition when required.
• Notify project management of delayed, damaged, incomplete, or nonconforming deliveries reported by field personnel.
Permits, Access, and Compliance Tracking
• Maintain administrative records for permits, licenses, certifications, insurance, bonds, badging, background checks, access requests, and other compliance documentation.
• Track permit application dates, approval dates, expiration dates, inspections, and closeout requirements.
• Coordinate administrative processing for personnel and vehicle access.
• Maintain visitor logs and support site access scheduling.
• Track required contractor and subcontractor documentation, including insurance certificates and applicable licenses.
• Notify management of upcoming expirations, missing records, or compliance deficiencies.
• Support administrative preparation for audits, regulatory inspections, client reviews, and compliance assessments.
Meeting and Coordination Support
• Schedule and support preconstruction meetings, progress meetings, quality control meetings, safety meetings, partnering sessions, coordination meetings, and closeout meetings.
• Reserve meeting locations or virtual meeting platforms.
• Prepare and distribute agendas, prior meeting minutes, action-item lists, reports, schedules, and supporting materials.
• Distribute draft and final meeting minutes within required timeframes.
• Track open action items through completion.
• Maintain meeting records and supporting attachments in the official project files.
Closeout and Turnover Support
• Develop and maintain project closeout checklists and status logs.
• Track completion of punch-list items, final inspections, testing, commissioning, training, warranties, spare parts, attic stock, keys, access credentials, and turnover requirements.
• Collect, organize, and review closeout documents for administrative completeness.
• Maintain records of as-built drawings, record drawings, operation and maintenance manuals, warranties, certifications, test reports, permits, and acceptance documents.
• Coordinate submission and correction of closeout packages.
• Assist with preparing electronic and hard-copy turnover files.
• Track final acceptance, beneficial occupancy, warranty start dates, and outstanding closeout items.
• Maintain warranty logs and route warranty service requests to the appropriate party.
• Support project archiving and final records turnover.
Additional Responsibilities
• Prepare new sales proposals.
• Perform data entry and maintain accurate information in approved project management systems.
• Develop and maintain templates, checklists, trackers, and administrative procedures.
• Assist with preparing organizational charts, staffing lists, responsibility matrices, and contact rosters.
• Support travel arrangements, expense reports, timesheets, leave schedules, and personnel records when assigned.
• Assist with proposal preparation, task order documentation, presentation development, and administrative research.
• Participate in internal and client meetings as required.
• Complete required training and maintain proficiency with applicable software and administrative procedures.
• Perform other administrative duties related to construction management support as assigned.
Preferred Qualifications
• Bachelor’s degree in business administration, construction management, project management, engineering technology, or a related field.
• Five or more years of construction administration, project controls, document control, or project coordination experience.
• Experience supporting federal, state, municipal, institutional, healthcare, industrial, or commercial construction projects.
• Familiarity with construction terminology, drawings, specifications, submittals, RFIs, change orders, schedules of values, daily reports, and closeout documentation.
• Experience with one or more construction management platforms, such as Procore, Autodesk Construction Cloud, e-Builder, Kahua, Newforma, Bluebeam, Primavera P6, Microsoft Project, or similar systems.
• Experience with Government contracting documentation, contract line-item structures, certified payrolls, submittal registers, and formal correspondence.
• Certified Administrative Professional, Construction Document Technologist, project management, document control, or related certification.
Required Competencies
• Administrative accuracy
• Document control
• Written and verbal communication
• Organization and prioritization
• Schedule and deadline tracking
• Records management
• Customer service
• Professional judgment
• Confidentiality
• Team coordination
• Problem identification and escalation
• Adaptability
• Time management
• Software proficiency
• Attention to detail
Physical and Work Requirements
• Work is remote.
• Must be able to sit and work at a computer for extended periods.
• Must be able to communicate by telephone, email, video conference.
Performance Expectations
Successful performance will be measured by:
• Accuracy and completeness of project records.
• Timely processing and distribution of documents.
• Reliability of logs, trackers, meeting minutes, and status reports.
• Responsiveness to project team requests.
• Compliance with document control and records-management procedures.
• Timely identification and escalation of overdue or incomplete items.
• Maintenance of professional and effective stakeholder communication.
• Protection of confidential and sensitive information.
• Support provided to project delivery, contract compliance, and closeout.
• Ability to manage multiple administrative responsibilities with minimal supervision.
Reporting Relationship
The Construction Management Support Specialist reports to the Construction Manager, Project Manager, Program Manager, or designated administrative supervisor. The employee works closely with project controls, quality control, safety, engineering, inspection, contracting, financial, and field personnel.