Operations and Construction Admin

The Operations & Construction Admin supports construction and telecom projects through administrative, financial, and logistical coordination by working cross-functionally with internal teams, vendors, and building departments. Responsibilities include order processing, project documentation, budget tracking, vendor management, and supporting contract and purchasing activities. The ideal candidate will be detail-oriented, tech-savvy, and skilled in Excel and communication, with experience in construction or telecom administration preferred.

Essential Functions:

Project Administration & Documentation

• Prepare and distribute comprehensive meeting minutes for all project-related meetings, ensuring accurate tracking of action items and key details from construction meetings.
• Manage day-to-day administrative functions for construction projects.
• Maintain project documentation (contracts, permits, invoices, submittals, drawings, RFIs, change orders, closeouts).
• Track submittals, approvals, deliverables, and ensure paperwork is submitted on time.
• Review and process project paperwork, including COIs, bonds, lien waivers, and compliance documents.
• Ensure complete and compliant project documentation from start to finish.

Procurement & Order Processing

• Draft and process purchase and change orders.
• Coordinate insurance certificates with the Contracts team.
• Monitor order status, follow up on deliveries, and resolve discrepancies.
• Assist with sales orders, invoices, and customer accounts as needed.

Data Management & Reporting

• Track and log all Purchase Order Requests (PORs).
• Generate reports on purchasing and spending.
• Maintain order forms and distribution groups.

Budget Tracking (BTS)

• Enter and update data in the BTS Budget Tracker and BTS Tracker.
• Align budget tracking with General Ledger (GP 1400 accounts).

Finance Coordination

• Follow up with Finance on utility payments and final invoices.
• Coordinate bond and escrow releases with internal stakeholders.
• Process CapEx paperwork, secure signatures, and log data into budget systems.

Vendor & Internal Communication

• Build and maintain relationships with vendors.
• Request price quotes and agreement proposals.
• Answer inquiries related to purchasing and contracts.
• Support cost-saving initiatives and contract lifecycle activities.

Other

• Perform additional duties as assigned.
• Ensure all tasks are completed in compliance with company policies and applicable laws.

Requirements

Required skills and qualifications:

• High School diploma or GED required.
• Strong Microsoft Excel skills (e.g., VLOOKUPs, datasets).
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Proficient in Microsoft Office Suite (Outlook, Excel, Word).
• Tech-savvy with attention to detail and problem-solving skills.
• Experience in reviewing project documentation for compliance.

Preferred skills and qualifications:

• 4+ years of administrative experience in construction, telecom, or related industry.
• Associate or Bachelor's degree preferred.
• Familiarity with contract terminology and invoicing.

Benefits

What We Offer:

• Competitive salary and comprehensive benefits package.

• A collaborative and innovative work environment.

• Exciting opportunity with a fast-growing company.

Location:

• Diamond's office is in Springfield, NJ approximately 17 miles west of New York City. The office is conveniently located close to I-78 and NJ-24.

Work Environment:

• Traditional office work environment.

Physical Demands:

• Ability to sit for extended periods.

Diamond Communications is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law.