Construction Administrator

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.

Qualifications

QUALIFICATIONS

• 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; Associate’s or Bachelor’s degree preferred
  
  

BEHAVIORAL PROFILE

Language Skills

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.

Mathematical Skills

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

Reasoning Ability

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.

Physical Demands

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.

NOTE: This job description is not intended to be all-inclusive. Employees may perform other related duties as negotiated to meet the ongoing needs of the organization.

FirstCall does not accept unsolicited resumes, employment applications or inquiries from recruiters, employment agencies or individual job seekers. Applicants who are selected to proceed to the next stage of FirstCall’s process will be contacted directly by a member of our team. Please note that we are unable to provide individual feedback to all applicants. Applications will stay active in our system for 60 days, and after 60 days applicants will need to reapply for the role.