Construction and Job Control Administrator

Job Overview

The Construction and Job Control Administrator assists construction professionals and others with a wide variety of tasks that help construction projects run smoothly. This includes monitoring activity, managing budgets and documents, fielding requests, and preparing information and analyses. Areas of focus include the bidding process, contracting, scheduling, validating payment requests, preparing draw and payment packages, and managing the change order process. Communications, audit, data governance, and financial operations are all within the purview of this role.

Organizational Impact

The Construction and Job Control Administrator handles important elements of the construction process, primarily focused on activities and information that does not require physical presence on the job site. By managing the flow of information and communication, this role ensures a strong foundation of data and effective process for all stakeholders. The result is fewer mistakes and unexpected situations, and smoother projects more likely to be on time and within budget. In addition, Construction and Job Control Administrator allows on-site construction staff to spend more time on site. The Construction and Job Control Administrator also provides continuity for changing on-site staff, and helps compress project timelines.

Key Systems

The Construction and Job Control Administrator works closely with the systems used by a Construction Manager. This typically includes the Accounting System, Document Management System, Project Tracking System, and any dedicated construction management application. If the organization has a unified Task Management System or Shared Calendar, the Construction and Job Control Administrator will access that system to manage schedules and assign tasks. The Construction and Job Control Administrator may also interact with the Human Resources or Staff Management system for the purposes of setting schedules and managing time and attendance. Other systems, like Vendor Management, an Accounts Payable / Invoice System, or an electronic takeoff may also be used.

Inputs

During periods of regular operations, invoices and schedule changes comprise the majority of inputs for a Construction and Job Control Administrator, along with scheduled activities. During the startup of a job, bids and vendor documents are common inputs. In general, incoming requests typically arrive through email. Documents may be assigned through the Document Management System. If present, invoices will be available in an accounts payable platform, or in the Accounting System. Ad-hoc requests are routed through email (preferably generic), or through a unified task management system. Date-based alerts and recurring tasks originate in a workflow or calendar system.

Outputs

In general, the Construction and Job Control Administrator outputs information into the various systems used in that role, typically by adding notes, changing status or assignments, attaching information, or creating new records. Schedule and project updates are common. In many cases, outputs are communications with team members or people outside the company, sent vie email or unified communications platform. Outputs often include packaged sets of documents, reports, analyses, and responses to requests for information.

Activities

• Job Setup & Closeout
  o Establish new Construction Projects
  o Associate key staff members
  o Communicate as indicated
  
  
• Vendor Management
  o Add new Vendors
  o Associate Vendors with Job
  o Obtain Vendor Qualifications (insurance, etc.)
  
  
• Bidding Process
  o Manage bid requests
  o Receive and profile incoming bids
  o Prepare bid comparisons
  
  
• Contracting
  o Coordinate contracting process
  o Receive and profile executed contracts
  o Manage contract files
  
  
• Document Control
  o Manage repository of contracts, bids, invoices, and change orders
  o Manage construction-related drawings (surveys, site plans, drawing sets, etc.)
  o Manage permits
  
  
• Payments / Invoices
  o Receive and profile invoices
  o Validate against contracts and project delivery
  o Obtain required supporting documentation (lien releases, specifications, etc.)
  o Resolve deficiencies
  o Obtain required approvals
  o Package and submit to accounting for payment
  
  
• Draw Requests
  o Package paid invoices and supporting materials
  o Prepare construction progress reports
  o Review against contract or loan requirements
  o Submit for payment
  
  
• Schedule Management
  o Enter construction tasks and key dates on schedule
  o Update schedule based on changing conditions
  o Communicate schedule status and changes to stakeholders
  
  
• Change Orders
  o Identify instances requiring change orders
  o Notify Construction Manager of required change orders
  o Coordinate execution process
  o Receive and profile executed change orders
  o Update budgets
  
  
• Reporting and Analytics
  o Manage construction KPIs
  o Prepare regular project pipeline and status reports
  o Communicate with stakeholders
  o Identify exceptions and opportunities for intervention or escalation
  o Respond to request for Ad-Hoc analyses
  
  
• Other
  o Price Management
  o Data Governance
  o Quality Assurance
  o Ad-Hoc Requests from Construction Manager

Recommended Items

• Central Calendar System
• Central Vendor List
• Central Repository / Process for Payables and Invoices
• Sample / Standard Construction Schedule
• Sample Response Language for Bid Requests
• Checklist for Bid and Contract Review
• Generic Email Account(s) for Construction Administration
• Document Management System
• Construction Project Management / Job Control System

Content Examples

• Commercial Development
  
• Commercial Construction
  
• Interior Renovations
  
• Residential Construction
  
• Civil Engineering
  
• Commercial Contracting
  
• Store / Site Development

Sample Event-Driven Tasks

• Project Start / Completion
  o Establish new Construction Projects
  o Associate key staff members
  o Communicate as indicated
  o Finalize project documentation for closeout
  
  
• Vendors
  o Add new Vendors
  o Associate Vendors with Job
  o Obtain Vendor Qualifications (insurance, etc.)
  
  
• Bids
  o Issue requests for bids
  o Profile incoming bids
  o Prepare bid comparisons
  
  
• Contracts
  o Coordinate contract execution
  o Receive and profile executed contracts
  
  
• Invoices
  o Receive and profile invoices
  o Validate against contracts and project delivery
  o Obtain required supporting documentation (lien releases, specifications, etc.)
  o Resolve deficiencies
  o Obtain required approvals
  o Package and submit to accounting for payment
  
  
• Draw Requests
  o Respond to questions about draw requests
  
  
• Schedule Management
  o Update schedule based on changing conditions
  o Communicate schedule status and changes to stakeholders
  
  
• Change Orders
  o Notify Construction Manager of required change orders
  o Coordinate execution process
  o Receive and profile executed change orders
  o Update budgets
  
  
• Reporting and Analytics
  o Respond to request for Ad-Hoc analyses
  
  
• Other
  o Respond to Ad-Hoc Requests from Construction Manager
  o Respond to Ad-Hoc Requests from other stakeholders

Sample Scheduled Tasks

• Vendor Management
  o Audit active vendors’ qualifications (insurance, etc.)
  
  
• Contracting
  o Review upcoming expiring contracts
  
  
• Payments / Invoices
  o Review of Open Invoices
  
  
• Draw Requests
  o Package paid invoices and supporting materials
  o Prepare construction progress reports
  o Review against contract or loan requirements
  o Submit for payment
  
  
• Schedule Management
  o Communicate schedule status and changes to stakeholders
  
  
• Reporting and Analytics
  o Manage construction KPIs
  o Prepare regular project pipeline and status reports
  o Communicate with stakeholders
  
  
• Other
  o Price Management Review
  o Data Governance Review
  o Quality Assurance Review

Sample Infill Tasks

• Job Setup & Closeout
  o Review closed jobs for proper closeout and documentation
  
  
• Vendor Management
  o Audit vendor contact information
  o Contact vendors for improvement suggestions
  
  
• Contracting
  o Audit contract files
  
  
• Document Control
  o Audit project documents for completeness
  o Purge duplicate or unnecessary documents
  o Perform document retention processes
  
  
• Payments / Invoices
  o Audit invoices for duplicate payments and open issues
  
  
• Draw Requests
  o Audit recent draw requests
  o Contact counterparties for process improvement ideas
  
  
• Schedule Management
  o Review schedule for potential bottlenecks and compression opportunities
  
  
• Change Orders
  o Review existing projects for situations requiring change orders
  
  
• Reporting and Analytics
  o Review construction KPIs
  o Identify exceptions and opportunities for intervention or escalation
  
  
• Other
  o Review prices for consistency and opportunity
  o Perform Data Governance on key project data elements