Construction Project Administrator

Adaptive Green is seeking a Construction Project Administrator in New York, NY, to assist Project Managers in landscape construction and green roofing projects. Responsibilities include coordinating project documentation, supporting site safety, reviewing subcontractor submittals, and ensuring timely project execution. The role requires strong communication, organizational skills, and at least 3 years of related experience. This position offers potential growth into construction quality oversight.
SUMMARY

Adaptive Green Inc. is hiring a Construction Project Administrator for our landscape construction and green roofing business. You will be responsible for assisting the Project Managers in coordinating the full offering of Adaptive Green products such as green roofs, ground level landscaping, irrigation, pavers, storm water management systems, and outdoor amenity spaces.

This position provides technical support to construction staff under the supervision of a Project Manager in which the individual gains knowledge of working on landscaping projects and technical matters. You will help to ensure quality and timely execution of projects from pre-construction through completion, starting with contract/scope review, drafting of submittals, vendor procurement and buyout, RFI coordination, payroll tracking, cost reporting, and project and punch list closeout. This role has the potential to grow into assisting with construction quality oversight alongside the project manager for the right candidate.

ESSENTIAL DUTIES AND RESPONSIBILITIES
• Reviews the project design and bidding documents. Understand Project plans and Specifications.
• Maintain and distribute project plans.
• Assists the project team with site safety documentation and coordination.
• Assists PMs in buyout and scope review.
• Reviews submittals for all Adaptive Green subcontractors.
• Assists in obtaining subcontractor and vendor backup related to materials and billing.
• Reviews all backup for accuracy and completeness.
• Drafts RFI’s for PM’s review.
• Assists the project Superintendent on RFI’s and clarifications of design details or documents.
• Perform additional assignments under supervisor’s direction.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Meet weekly and communicate daily with the construction staff.
• Assist PM and Field Supervision to review installation in the field complies with project plans, details, and specifications.
• Review and process returned submittals or drawings, and distribute to the project team.
• Participate with the project team in preconstruction activities such as material procurement, equipment rental, and subcontractor negotiations.
• Monitor project labor and provide weekly payroll reporting to accounting team for the installation team members to assist with certified payroll tracking.
• Contribute to project close-out processes (punch list documentation).

· Prepare, process, distribute, track, and file project documents, change orders, equipment rental agreements, subcontractor work orders, purchase orders, invoices, and applications for payment.

· Prepare and issue tax exemption certificates where required to material vendors and subcontractors.

· Request Certificates of Insurance and W-9 forms from subcontractors and vendors, verifying their accuracy before sending to accounting.
• Assist with onboarding of union employees at the direction of the Project Managers – this will include compiling documentation and submitting to the accounting team for payroll purposes.

REQUIREMENTS
• Minimum 3+ years of related experience
• College or Associate degree in Business Administration, Accounting, Construction, Engineering, or a related field
• OSHA 10-hour certified required; OSHA 30-hour preferred but we can assist with training
• Advanced proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint), Adobe Acrobat Pro

· Familiarity with Procore is preferred

· Strong active listening skills, with the ability to fully focus on communication and ask for clarification when something is not clear

· High attention to detail, exceptional organizational and follow-up skills

· Eagerness to learn new systems and technologies

· Strong decision-making, critical thinking, and time management abilities
• Demonstrated knowledge of construction principles, practices, and technology
• Must be able to feel comfortable walking and being on a job site for full days when required
• This will be a hybrid / remote position - based in New York, NY or Washington DC is a plus but not a requirement – if travel is required to a job site from the office or from home, it would be reimbursed for by the company

· The pace is fast, we are seeking someone with a strong work ethic who is self-motivated; a perseverance and creativity in getting the job done is key

COMPENSATION & BENEFITS:
• Salary Range: $55,000 - $75,000
• Benefits – health, dental, vision insurance, 401K
• Hybrid position with flexibility for the right candidate

Job Type: Full-time

Pay: $55,000.00 - $75,000.00 per year

Benefits:
• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:
• 8 hour shift

Experience:
• Construction administrative: 1 year (Preferred)

Work Location: Hybrid remote in New York, NY 10012