Construction Administrator

Location: Woburn, MA

Department: Construction Operations

Reports To: Project Manager

About the Role

The Construction Administrator plays a key role in supporting the documentation, communication, and administrative functions required to deliver plumbing and HVAC construction projects efficiently. This role ensures that project records are accurate, organized, and up?to?date while assisting project teams with coordination, procurement tracking, financial processing, and closeout documentation. The Construction Administrator helps maintain project momentum and enables field and management teams to operate effectively.

Key Responsibilities

Project Documentation & Communication

• Maintain and organize all project documentation including drawings, specifications, RFIs, submittals, logs, and correspondence.
• Update project files, revision logs, and distribution lists to ensure that teams always have the most current information.
• Assist with preparing meeting agendas, notes, and follow?up action items for internal and external project meetings.
• Support communication between the PM, field teams, subcontractors, vendors, and other stakeholders.

Procurement & Vendor Coordination

• Track material orders, delivery schedules, packing slips, and confirmation of received goods.
• Assist with maintaining procurement logs, updating long?lead trackers, and organizing vendor documentation.
• Coordinate with vendors for pricing, warranty documentation, cut sheets, and delivery information as needed.

Financial & Billing Support

• Assist with assembling monthly billing packages including backup documentation, SOV updates, and requisitions.
• Support the PM with processing invoices, verifying quantities and pricing, and tracking financial documentation.
• Organize and maintain change order logs, T&M records, and cost?related documentation under PM guidance.

Project Coordination & Field Support

• Prepare and distribute updated drawing sets, installation information, and coordination documents.
• Support field teams with access to documentation, permits, inspection information, and logistical updates.
• Maintain daily, weekly, and monthly reports or summaries as requested by the PM.

Closeout Documentation

• Collect, organize, and assemble turnover materials including O&M manuals, warranties, as?builts, testing reports, and required certifications.
• Support project teams in completing punch-list documentation and final project archiving.
• Ensure that all closeout materials meet client and GC requirements before submission.

Experience & Qualifications

• Experience in administrative roles within construction, engineering, mechanical contracting, or similar industries preferred.
• Strong organizational skills with the ability to manage multiple tasks and maintain accurate records.
• Effective communication skills and the ability to coordinate with field teams, vendors, and project stakeholders.
• Proficiency with Microsoft 365 and comfort learning project management software.
• Detail?oriented, proactive, and able to work in a fast?paced project environment.

Why Join Us

This role is essential to project success and provides meaningful involvement in all stages of construction delivery. You’ll support experienced project teams, develop strong industry knowledge, and contribute to the smooth and efficient execution of plumbing and HVAC projects.

Join the P.J. Dionne Family

Be a part of our dynamic team! We offer exceptional benefits including a 401(k) plan, excellent health insurance, and more.

Located just north of Boston, P.J. Dionne Company has been a leading commercial plumbing and HVAC contractor serving the greater Boston area since 1991.

Starting as a small plumbing company, P.J. Dionne Company has grown steadily into a team of over 150 highly skilled service professionals and support staff. We are proud of our reputation as one of the most customer-focused contractors in the area, handling a wide variety of projects—large and small, renovations and new construction, service and maintenance. Our success is built on our ability to adapt to emerging technologies and changing customer requirements.

We offer exceptional benefits including a 401(k) plan, excellent health insurance, and more.

If you’d like to be part of our team, send your résumé to [email protected]