Job Title: Construction AdministratorJob Description
The Construction Administrator supports project management and field operations on active mechanical construction projects, with a strong focus on document control, coordination, and accurate tracking of project information from preconstruction through closeout. This role operates in a fast-paced mechanical contracting environment and works closely with Project Managers, Project Engineers, Superintendents, and field teams to ensure that drawings, submittals, RFIs, and related documentation are complete, current, and properly distributed.
Responsibilities
Provide day-to-day administrative support to Project Managers and Project Engineers on active mechanical construction projects.
Maintain accurate project files, logs, and records, including drawings, specifications, submittals, RFIs, and change documentation.
Track and distribute updated construction drawings, sketches, and revisions to internal teams, field staff, and subcontractors.
Assist with the preparation and distribution of meeting agendas, meeting minutes, and project correspondence.
Manage submittal and RFI logs, ensuring timely routing, tracking, and follow-up with all relevant stakeholders.
Upload, organize, and maintain documents within project management platforms such as Procore, SharePoint, or similar systems.
Ensure compliance with owner, general contractor, and internal documentation standards and procedures.
Support project closeout activities, including the compilation of O&M manuals, as-built documentation, warranties, and turnover packages.
Assist with tracking project schedules, material procurement logs, and delivery dates to support on-time project execution.
Support coordination with vendors, suppliers, subcontractors, and fabrication teams to facilitate material and equipment flow.
Assist with change order documentation, labor tracking, and basic cost reporting as directed by project leadership.
Serve as a communication bridge between project management, field supervision, the fabrication shop, and office staff.
Coordinate site access documents, safety paperwork, badges, and project onboarding requirements for project personnel and partners.
Support safety documentation tracking in alignment with established safety programs and requirements.
Provide accurate data entry and administrative support for project coordination and reporting activities.
Essential Skills
2+ years of experience in a Construction Administrator, Project Coordinator, Project Assistant, or similar role within construction or mechanical contracting; 2-5 years preferred, with 1-3 years also considered.
Prior experience supporting HVAC, plumbing, piping, or industrial construction projects.
Working knowledge of construction documents, including drawings, RFIs, submittals, and specifications.
Proficiency with Microsoft Office, including Excel, Word, and Outlook.
Hands-on experience with Procore and Bluebeam for construction document management and coordination.
Strong organizational skills with a high level of attention to detail and follow-through.
Ability to manage multiple projects, tasks, and deadlines simultaneously in a fast-paced environment.
Clear and professional written and verbal communication skills.
Demonstrated experience in project administration, document control, and construction administration.
Ability to support project management, project engineering, and field supervision teams effectively.
Familiarity with change order processes and basic project cost or labor tracking.
Additional Skills & Qualifications
Experience with AutoCAD and Revit is a plus for working with construction drawings and models.
Experience with project management and construction management concepts.
Exposure to piping design or mechanical systems is beneficial.
OSHA 30 certification is preferred; support may be available to obtain this certification.
Bachelor's degree or coursework in Mechanical Engineering or Construction Management is preferred but not required.
Experience using SharePoint or similar document management platforms.
Strong data entry skills with a focus on accuracy and completeness.
Ability to collaborate effectively with project teams, field personnel, vendors, and subcontractors.
Work Environment
This role supports a large mechanical construction project involving piping and equipment installation on a major campus expansion in Tarrytown, NY. The position operates primarily in an office and site-office environment with regular interaction with field supervision, fabrication shop personnel, and subcontractors. Standard work hours are Monday through Friday, 7:00 a.m. to 3:30 p.m., with the need to adapt to project schedules and deadlines as required. The team uses Procore and Bluebeam as core project platforms, with additional use of Microsoft Office, AutoCAD, Revit, and other construction-related software. The work environment emphasizes safety, accurate documentation, and close coordination between office and field operations, supporting a culture of professionalism, accountability, and collaboration.
Job Type & Location
This is a Permanent position based out of Tarrytown, NY.
Pay and Benefits
The pay range for this position is $65000.00 - $85000.00/hr.
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)
Workplace Type
This is a fully onsite position in Tarrytown,NY.
Application Deadline
This position is anticipated to close on Apr 30, 2026.
Diversity, Equity & Inclusion
At Actalent, diversity and inclusion are a bridge towards the equity and success of our people. DE&I is embedded into our culture through:
Hiring diverse talent
Maintaining an inclusive environment through persistent self-reflection
Building a culture of care, engagement, and recognition with clear outcomes
Ensuring growth opportunities for our people
Actalent is an equal opportunity employer.
About Actalent
Actalent is a global leader in engineering and sciences services. For more than 40 years, we've helped visionary companies advance their goals. Headquartered in the United States, our teams span 150 offices across North America, EMEA, and APAC-with four delivery centers in India led by 1,000+ extraordinary employees who connect their passion with purpose every day.
Our Bangalore, Hyderabad, Pune, and Chennai delivery centers are hubs of engineering expertise, with core capabilities in mechanical and electrical engineering, systems and software, and manufacturing engineering. Our teams deliver work across multiple industries including transportation, consumer and industrial products, and life sciences. We serve more than 4,500 clients, including many Fortune 500 brands. Learn more about how we can work together at actalentservices.com.
