OHLA USA
Overview
OHLA USA is a global construction and infrastructure company dedicated to building a better, safer, and more sustainable world for generations to come. With projects spanning across Europe, Latin America, and North America, we bring international expertise and innovative solutions to the communities we serve. OHLA USA brings together the construction industry's most diverse talent who thrive in a collaborative work environment and appreciate challenges and opportunities. OHLA Building, a division of OHLA USA, is a leading general contractor specializing in vertical construction, delivering high-quality commercial, institutional, and mixed-use projects. The Project Admin supports the onsite project management team by performing a variety of administrative and contract-related tasks to ensure the efficient coordination of documentation, subcontractor onboarding, and project compliance. This position helps track construction documents, process subcontracts and purchase orders, and provide administrative support throughout the lifecycle of a construction project. Responsibilities
General Project Administration:
Provide direct administrative support to the Project Manager and other field staff. Organize, maintain, and update all project files and logs (RFIs, submittals, change orders, contracts, insurance certificates, etc.). Track and process project documentation in accordance with company standards. Assist with onboarding subcontractors and vendors, ensuring proper documentation and compliance requirements are met (e.g., COIs, W-9s, vendor set-up forms). Help manage daily site reports, timesheets, and other field-related records. Coordinate document flow using construction management software (e.g., Procore, Autodesk Build, CMiC, etc.) and SharePoint. Monitor and track subcontractor and vendor insurance expirations and lien releases. Maintain office supplies and coordinate logistics for deliveries, visitors, and office support at the project site. Support project closeout documentation and warranty file organization. Contracts And Procurement Support:
Prepare subcontracts and purchase orders in coordination with project managers and the purchasing team. Manage various construction-related documents, ensuring timely review, tracking, and filing of executed agreements. Review and negotiate customer contracts to ensure project scope is accurately captured. Provide redlined recommendations and coordinate negotiation efforts directly with customers, project managers, purchasing staff, and legal counsel until final agreement is reached. Assist with contractual matters as they arise, including asserting and documenting claims for non-payment. Track and record all terms and conditions for construction service contracts. Support proposals by obtaining offers from subcontractors on a back-to-back basis for construction and related services. This job description is not intended to be all-inclusive. The employee may perform other related duties as assigned to meet the ongoing needs of the organization. Qualifications
3+ years of administrative experience, preferably in the construction or engineering industry. Strong organizational and multitasking skills in a fast-paced field environment. Proficient in Microsoft Office Suite (Word, Excel, Outlook), SharePoint, and PDF editing tools. Experience using construction management platforms (e.g., Procore, Autodesk Build, CMiC, Textura, e-Builder, or similar) preferred. Familiarity with Florida construction compliance, certified payroll, contract management, and COI requirements is a plus. Excellent communication and interpersonal skills. Bilingual in English/Spanish is a plus, especially for projects with diverse teams and subcontractors. High school diploma or equivalent required; Associate’s degree or administrative certificate preferred. Additional Benefits
Medical, Dental, & Vision Insurance Short- and Long-Term Disability & Life Insurance 401(k) retirement plan with employer matching Tuition Reimbursement after 1 year of employment Personal Time Off Program (PTO) Engaging work environment And much more!! To learn more about OHLA USA, visit our website www.ohla-usa.com/
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OHLA USA is a global construction and infrastructure company dedicated to building a better, safer, and more sustainable world for generations to come. With projects spanning across Europe, Latin America, and North America, we bring international expertise and innovative solutions to the communities we serve. OHLA USA brings together the construction industry's most diverse talent who thrive in a collaborative work environment and appreciate challenges and opportunities. OHLA Building, a division of OHLA USA, is a leading general contractor specializing in vertical construction, delivering high-quality commercial, institutional, and mixed-use projects. The Project Admin supports the onsite project management team by performing a variety of administrative and contract-related tasks to ensure the efficient coordination of documentation, subcontractor onboarding, and project compliance. This position helps track construction documents, process subcontracts and purchase orders, and provide administrative support throughout the lifecycle of a construction project. Responsibilities
General Project Administration:
Provide direct administrative support to the Project Manager and other field staff. Organize, maintain, and update all project files and logs (RFIs, submittals, change orders, contracts, insurance certificates, etc.). Track and process project documentation in accordance with company standards. Assist with onboarding subcontractors and vendors, ensuring proper documentation and compliance requirements are met (e.g., COIs, W-9s, vendor set-up forms). Help manage daily site reports, timesheets, and other field-related records. Coordinate document flow using construction management software (e.g., Procore, Autodesk Build, CMiC, etc.) and SharePoint. Monitor and track subcontractor and vendor insurance expirations and lien releases. Maintain office supplies and coordinate logistics for deliveries, visitors, and office support at the project site. Support project closeout documentation and warranty file organization. Contracts And Procurement Support:
Prepare subcontracts and purchase orders in coordination with project managers and the purchasing team. Manage various construction-related documents, ensuring timely review, tracking, and filing of executed agreements. Review and negotiate customer contracts to ensure project scope is accurately captured. Provide redlined recommendations and coordinate negotiation efforts directly with customers, project managers, purchasing staff, and legal counsel until final agreement is reached. Assist with contractual matters as they arise, including asserting and documenting claims for non-payment. Track and record all terms and conditions for construction service contracts. Support proposals by obtaining offers from subcontractors on a back-to-back basis for construction and related services. This job description is not intended to be all-inclusive. The employee may perform other related duties as assigned to meet the ongoing needs of the organization. Qualifications
3+ years of administrative experience, preferably in the construction or engineering industry. Strong organizational and multitasking skills in a fast-paced field environment. Proficient in Microsoft Office Suite (Word, Excel, Outlook), SharePoint, and PDF editing tools. Experience using construction management platforms (e.g., Procore, Autodesk Build, CMiC, Textura, e-Builder, or similar) preferred. Familiarity with Florida construction compliance, certified payroll, contract management, and COI requirements is a plus. Excellent communication and interpersonal skills. Bilingual in English/Spanish is a plus, especially for projects with diverse teams and subcontractors. High school diploma or equivalent required; Associate’s degree or administrative certificate preferred. Additional Benefits
Medical, Dental, & Vision Insurance Short- and Long-Term Disability & Life Insurance 401(k) retirement plan with employer matching Tuition Reimbursement after 1 year of employment Personal Time Off Program (PTO) Engaging work environment And much more!! To learn more about OHLA USA, visit our website www.ohla-usa.com/
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