Construction Office Administrator / Project Coordinator
1 month ago
Farmingdale
Job DescriptionBenefits: • Competitive salary Jersey Mechanical Contractors (JMC) Wall Township / Farmingdale, New Jersey Full-Time | In-Office Compensation & Benefits • $60,000$75,000 annual salary, depending on experience, • Paid time off (PTO) and paid holidays, • Stable, long-term opportunity with a well-established contractor, • Growth opportunity and leadership visibilityWho We Are Jersey Mechanical Contractors (JMC) is a full-service commercial mechanical contractor serving clients across New Jersey. With more than 40 years of experience, we deliver complex HVAC, plumbing, piping, and temperature control projects across commercial, industrial, healthcare, educational, medical, and pharmaceutical environments. We are known for safety, professionalism, compliance, quality execution, and a practical, hands-on approach to getting work done the right way. Job Summary JMC is hiring a Construction Office Administrator / Project Coordinator to support the daily administrative, compliance, and coordination needs of the business. This role is ideal for someone who is highly organized, proactive, detail-oriented, and comfortable managing a wide range of office and construction-related administrative responsibilities. The right person will bring strong communication skills, sound judgment, and the ability to keep many moving pieces organized across internal teams and external stakeholders. This person will work closely alongside team members handling financial reporting and accounting functions, while taking ownership of many of the outward-facing administrative, documentation, compliance, and vendor-related responsibilities that help keep the business running smoothly. This is not a pure accounting role and not a people-management role. It is a critical office-based position for someone who is strong in communication, follow-through, organization, and coordination. Key Responsibilities • Coordinate and track certificates of insurance (COIs), insurance documentation, and related compliance requirements, • Help maintain state registrations, certifications, annual filings, and other administrative compliance items required to keep the business in good standing, • Support contract and subcontract administration, including document tracking, organization, and follow-up, • Assist with prequalification packages, credit applications, and bonding-related paperwork, • Maintain union-related documents, records, and other recurring administrative compliance items, • Update and maintain labor rate information and other internal support materials used by the estimating team, • Support general office operations, including vendor coordination, office equipment/service agreements, and administrative needs, • Maintain company vehicle records, EZ Pass administration, and related documentation, • Assist with accounts payable support tasks, including bill entry, payment coordination, recordkeeping, credit card / Amex administration, and monthly bill tracking, • Help organize and maintain business records, files, and administrative documentation across multiple workflows, • Coordinate professionally with outside vendors, insurance brokers, customers, general contractors, and other third parties, • Provide administrative support to ownership and office leadership on special projects and day-to-day operational needs, • Help ensure tasks are moving forward, deadlines are met, and important administrative details do not fall through the cracksQualifications, • 3+ years of experience in office administration, construction administration, project coordination, or business support roles, • Prior experience in construction, mechanical contracting, subcontracting, or another project-based trade environment strongly preferred, • Strong communication skills and confidence interacting with outside stakeholders, vendors, customers, and internal team members, • Highly organized with strong follow-through and the ability to manage multiple priorities at once, • Comfortable handling documentation, compliance items, and recurring administrative processes with accuracy and consistency, • Professional, responsive, and service-oriented mindset, • Able to work effectively in a team environment alongside accounting/finance and operations personnel, • Strong proficiency with Microsoft Office, especially Excel, Word, Outlook, and document management, • Able to maintain confidentiality and use sound judgment in a small-business office environmentPreferred Qualifications, • Experience with COIs, insurance renewals, prequalifications, bonding, or contractor compliance documentation, • Familiarity with union paperwork, prevailing wage environments, or construction-related certifications, • Experience supporting accounts payable, vendor coordination, or office financial administration, • Prior experience in a commercial contractor, mechanical contractor, HVAC, plumbing, electrical, or industrial services businessWhy This Role Matters This role is central to keeping JMC organized, responsive, and compliant. Youll help ensure critical administrative and compliance responsibilities are handled well, external stakeholders are communicated with professionally, and the office runs smoothly across a wide range of moving parts. For the right person, this is a long-term opportunity to become a trusted, highly visible contributor within a respected New Jersey mechanical contractor. Apply Today Apply through this posting. Qualified candidates will be contacted for an initial phone screen followed by in-person interviews with company leadership.
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