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Posted 2mo ago

Construction Administrator

@ FirstCall Mechanical
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Tampa, Florida, United States
OnsiteFull Time
Responsibilities:Assist permitting, Manage submittals, Schedule logistics
Requirements Summary:Experienced construction administrator with strong organization, MS Office proficiency, and ability to manage submittals, contracts, and billing.
Technical Tools Mentioned:Microsoft Office, TSheets
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Job Description

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. 



BENEFITS OVERVIEW 



FirstCall Mechanical values our employees' well-being, growth, and success! Employees are offered a robust benefits package, including:  




  • 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 



POSITION OVERVIEW 



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.



JOB 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)



ACCOUNTABILITIES 




  • 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



ORGANIZATIONAL ALIGNMENT  



This position reports directly to the Branch President.