Construction Administrator

Acara Solutions is seeking a Construction Administrator for our client in Williamsville, NY.

The Construction Administrator will provide critical support to our client's construction and development teams, with a strong focus on construction documentation, pay application management, reporting, and cross-functional coordination. This role works closely with construction leadership, project teams, and field personnel to ensure project documentation, financial tracking, and reporting are accurate, compliant, and completed on schedule across all active projects.

The ideal candidate is highly organized, detail-oriented, and experienced in supporting commercial construction or real estate development projects from an administrative and reporting perspective.

Key Responsibilities

• Manage and administer monthly pay applications, including the review, compilation, and submission of payment requests for key clients.
• Prepare, track, and reconcile construction documents such as contracts, change orders, RFIs, and submittals.
• Maintain organized and accurate project documentation and filing systems in compliance with contractual and regulatory requirements.
• Coordinate with internal project teams, field personnel, general contractors, subcontractors, and consultants to ensure clear communication, timely updates, and accountability for deliverables.
• Support project reporting functions, including progress tracking, cost reporting, schedule updates, and performance dashboards.
• Assist with invoice review, vendor coordination, insurance and bonding documentation, and contract compliance activities.
• Provide general administrative support to construction and development teams, including schedule coordination and internal systems management, as needed.

• Bachelor's degree in Construction Management, Engineering, Business Administration, Architecture, or a related discipline.
• 3-7+ years of experience in construction administration, project administration, contract administration, or a similar role within commercial construction or real estate development.
• Solid working knowledge of construction contracts, submittal and RFI processes, pay applications, and compliance reporting.
• Proficiency in construction management platforms such as Procore, Sage, Aconex, or Buildertrend, along with the Microsoft Office Suite.
• Ability to read and interpret construction documents, scopes of work, and project schedules.
• Experience managing ground-up development projects
• Ability and willingness to travel occasionally