Administrative Assistant/Project Administrator Job at Robert Half (San Antonio)

Job Description

The right candidate will provide comprehensive administrative and project support to the construction and project management teams. This role is responsible for contract documentation, project setup, insurance compliance, and ongoing coordination to ensure projects run efficiently and documentation remains accurate and up to date.

Job Responsibility

Prepare, review, and track construction contracts and related documentation, ensuring compliance with company and project requirements
Work extensively with AIA documents, including contracts, pay applications, and change order forms
Coordinate Certificates of Insurance (COIs), ensuring timely renewals and compliance with contractual requirements
Set up new projects in internal systems, maintaining accurate project files, budgets, contacts, and documentation
Manage and track change orders, including preparation, distribution, approval follow-up, and system updates
Provide strong email management and follow-up, ensuring timely responses and clear communication between internal teams, contractors, and vendors
Support project managers with document control, correspondence, scheduling coordination, and reporting
Track deadlines, deliverables, and required documentation with strong attention to detail and follow-through
Maintain organized digital and physical filing systems for contracts, invoices, drawings, and correspondence
Serve as a point of contact for subcontractors and vendors regarding documentation, insurance, and contract requirements
Assist with additional administrative and clerical tasks to support ongoing construction operations

Requirements

Previous experience in construction administration or project administration preferred
Knowledgeable in AIA contract documents and standard construction procedures
Experience managing contracts, insurance documentation, and change orders
Strong organizational skills with excellent follow-up and attention to detail
Proficient in email management and professional written communication
Comfortable working in project management or construction software systems
Ability to manage multiple priorities in a fast-paced environment
Strong interpersonal skills and ability to collaborate across teams

What we offer

medical
vision
dental
life and disability insurance
company 401(k) plan

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Administrative Assistant/Project Administrator

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