Construction Administrator

FIRSTCALL MECHANICAL GROUP LLC•Orient Park, FL

About The Position

A FirstCall Mechanical Company CONSTRUCTION ADMINISTRATOR Location: Tampa, FL. WHO IS FIRSTCALL MECHANICAL? Kenyon is a commercial HVAC services company based in Tampa, FL. Founded in 2001, Kenyon partnered with FirstCall Mechanical in 2024. FirstCall Mechanical is a leading provider of commercial and industrial HVAC, building controls, electrical, and plumbing services. FirstCall serves a wide array of facility and customer types, including distribution centers, industrial plants, universities, airports, healthcare facilities, self-storage units, and more. With approximately 700 employees across Ohio, New York, Virginia, Tennessee, North Carolina, South Carolina, Georgia, Florida, and Texas, FirstCall is committed to building durable partnerships. The company is actively expanding its operations nationwide and partnering with organizations that share its dedication to quality and customer satisfaction. FirstCall Mechanical not only partners with companies to nurture growth in the market, but also provides equal focus on employee growth and development as well. We believe when YOU succeed, we all succeed, so we strive to be the first call for talented team members who want a career, not just a job. We are currently seeking an experienced Construction Administrator to join our fast-growing Team. The ideal candidate will have a can-do attitude, strong problem-solving skills, and a high level of attention to detail. This role supports Project Managers and the field team by ensuring smooth project operations, accurate documentation, and effective administrative support.

Requirements

Proven experience as a Construction Administrator, Project Coordinator, or in a similar administrative role in construction
Strong organizational and time management skills with the ability to multitask and prioritize effectively
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable learning new software systems
Experience with billing, purchase orders, contracts, and record-keeping preferred
Excellent written and verbal communication skills, with a professional demeanor
Ability to handle confidential information with discretion and professionalism
Detail-oriented with strong problem-solving skills and a proactive attitude
Comfortable working independently in a private office environment and managing multiple responsibilities simultaneously
High school diploma or equivalent required
Ability to read and comprehend written instructions, emails, and business correspondence.
Strong written communication skills for drafting emails, reports, and internal documents.
Ability to effectively present information in one-on-one and small group settings with employees, customers, and vendors.
Proficiency in basic arithmetic, including addition, subtraction, multiplication, and division.
Ability to work with percentages, ratios, and basic financial calculations.
Comfort with spreadsheets and data entry for tracking expenses, reports, and administrative tasks
Strong problem-solving skills with the ability to follow written, verbal, or visual instructions.
Ability to prioritize multiple tasks, manage deadlines, and adapt to changing priorities.
Attention to detail and sound judgment in handling confidential information.
Regularly required to sit, use hands for typing and office-related tasks, and communicate clearly.
Occasionally you may need to stand, walk, or lift office materials up to 25 pounds.
Vision requirements include close vision for computer work and the ability to adjust focus.

Nice To Haves

Associate’s or Bachelor’s degree preferred

Responsibilities

Assist Project Managers with permitting, inspections, and project close-out documentation
Manage submittals and Operations & Maintenance (O&M) documentation
Schedule and coordinate jobsite logistics, including dumpsters, utilities, fencing, parking, and other site requirements
Print, prepare, and distribute drawings for field teams
Handle shipping of materials via FedEx and other carriers
Review contracts and request Certificates of Insurance (COIs); maintain COIs and track renewals
Set up projects and manage change orders for owners
Prepare Notices of Commencement and Notices to Owner when required
Maintain logs for Notices to Owner, COIs, and Release of Lien by project from vendors and subcontractors
Prepare and issue subcontract agreements and change orders, including W-9 collection
Enter Purchase Orders (POs) for field employees
Draft and issue warranty letters as needed
Manage job site badging requirements
Manage construction-related emails and correspondence
Provide backup support for Project Manager billings and assist with AIA and other client billings
Submit weekly payroll to corporate from TSheets, including payroll expense and deductions (until new back-office software is implemented)
Maintain accurate and up-to-date project documentation and logs
Ensure contracts, COIs, and Notices to Owner are properly tracked and compliant
Support Project Managers with timely billing, payroll, and administrative tasks
Proactively identify and resolve administrative or operational issues before they impact the project

Benefits

Competitive Weekly Pay
Comprehensive Healthcare Coverage - Medical, Dental, Vision, + More (Includes some 100% Company-paid plans)
Financial Resources - 401(k) Retirement Savings Plan with a 5% match, Life Insurance, Short & Long-Term Disability
Time-Off & Holidays - Up to 4 weeks of Paid Off, 9 Paid Holidays + Veterans Day for Veterans
Career Growth & Development- Company-sponsored education and career advancement programs like the FirstCall Academy, the Learning & Education Assistance Program (LEAP), and the FirstCall Progression Program
Generous Referral Bonus of $2,500 per referral
Role-Specific Perks - Company vehicle or allowance, mobile phone or phone allowance, uniforms, and work boot allowances

Stand Out From the Crowd

Upload your resume and get instant feedback on how well it matches this job.

Upload and Match Resume