Administrative Duties
Process and release construction draw payments for residential and commercial projects, ensuring compliance with approved policies, supporting documentation, budgets, and timelines.
Coordinate with lending officers, clients, inspectors/appraisers, contractors, and title company representatives to facilitate smooth construction financing processes.
Administer hazard insurance claims by reviewing contracts and controlling draw payments against approved cost estimates until work completion.
Participate in new project budget reviews and work with lending officers to resolve outstanding conditions or concerns.
Maintain approved contractor records and develop effective working relationships with contractors and service providers.
Monitor IRS-reportable contractors and vendors to ensure accurate and timely 1099 reporting.
Audit project and financial files to confirm completeness, accuracy, and proper record maintenance.
Identify opportunities to improve administrative processes and overall operational efficiency.
Perform additional administrative duties as assigned.
Issue enquiries and requests to subcontractors, suppliers, and utility service providers.
Ensure all documentation and correspondence are properly processed, recorded, and stored electronically.
Attend construction meetings, prepare and circulate minutes, track action items, and follow up with clients and stakeholders.
Compile and prepare project handover manuals for client submission.
Record, track, and coordinate the resolution of snagging and defects for newly completed properties.
Experience / Skill Set
Working knowledge of general office administration and basic accounting practices.
High proficiency in computer applications, particularly the MS Office Suite.
Two (2) to three (3) years of administrative experience within the construction or related industry (preferred).
Strong customer service orientation with professional written and verbal communication skills.
Ability to work independently, conduct research, and resolve issues effectively.
Sound understanding of professional telephone and email communication standards.
Excellent organizational skills with the ability to prioritize tasks and meet deadlines.