Construction Project Manager Assistant/Contract Admin (C)

TST TACTICAL DEFENSE SOLUTIONS, INC.
DBA TIDEWATER DEVELOPMENT SERVICES CORPORATION (TDSC)

IMPORTANT: APPLICATION & SCREENING REQUIREMENTS

• Our search is currently limited to qualified candidates living within the Hampton Roads, VA commuting area.
• All applicants must complete the screening questions to be considered for this position. Applications with unanswered screening questions may be disqualified from consideration.
• Responses must reflect your own professional experience, knowledge, and abilities. Generic, copied, or AI-generated responses that do not demonstrate your actual qualifications will not be considered acceptable.
• We are looking for candidates who can explain what they have personally done, not simply describe how a process should work. If you do not have direct experience with a particular responsibility, please state that honestly.
  

SUMMARY:

The Construction Project Manager Assistant/Contract Administrator supports the successful execution of construction projects from award through closeout. This role is responsible for coordinating project setup, managing owner and subcontractor contract administration, tracking financial and project documentation, and supporting the Project Management team with day-to-day operational and administrative functions. The ideal candidate is highly organized, detail-oriented, comfortable managing multiple projects at once, and experienced in construction contracts, billing, and project documentation within a general contracting environment.

ESSENTIAL FUNCTIONS / MAJOR RESPONSIBILITIES:

• Sets up new projects upon award, including issuing job numbers, setting up projects in the construction management and accounting systems, and establishing project folders in accordance with federal and company document control requirements.
• Performs all duties of Owner contract administration, including contracts, correspondence, formal submissions, pay applications, and accounts receivable. Must be familiar with AIA-style billing and government pay application processes.
• Performs all duties of subcontract and vendor administration, including subcontract and PO issuance, change orders, correspondence, documentation collection and tracking, compliance tracking, and accounts payable processing.
• Assists with Owner and Subcontractor change orders, RFIs, RFPs, and submittal administration and tracking in accordance with contract and agency requirements (e.g., USACE, NAVFAC, VA, state or local agencies).
• Reviews, organizes, maintains, and assists with interpretation of contract requirements, specifications, and project documents, including FAR/DFARS and agency-specific requirements as applicable.
• Coordinates internal approvals for contracts, subcontracts, change orders, and related agreements with appropriate management staff.
• Prepares and maintains the master submittal register and submittal log, and assists with review, processing, and submission of project submittals through required government systems (e.g., RMS/QCS, eCMS, or similar).
• Ensures timely processing of technical reports, closeout documents, and project deliverables, and coordinates with Project Managers to ensure contract compliance and schedule requirements are met.
• Prepares, maintains, and reviews required management, compliance, and project reports, as required by the contract and agency.
• Attends project meetings, records and distributes meeting minutes, and tracks action items and required follow-ups.
• Collects, reviews, tracks, and manages certified payrolls, and submits required labor compliance and reporting documentation to Owners and agencies.
• Works closely and effectively with Site Superintendents, Project Managers, Program Managers, Executive Management, Finance, and internal and external stakeholders to support successful project execution.
• Maintains current knowledge of relevant federal, state, and local contracting procedures, compliance requirements, and industry best practices.
• Performs administrative and document control duties including scanning, filing, correspondence tracking, and maintaining organized project records in accordance with audit and compliance standards.
• Enters and maintains data in the accounting system, and assists with tracking, reconciling, and analyzing project financial information and transactions.
• Maintains accurate financial records, including accounts receivable, accounts payable, retention tracking, and change order logs.
• Manages multiple projects and priorities simultaneously in a deadline-driven, compliance-focused environment.
• Performs other duties and special projects as assigned.
• Must reside within commuting distance of our main office in Virginia Beach, VA.
• This is an in-person, on-site position – no telecommuting.

POSITION SPECIFIC QUALIFICATIONS & EXPERIENCE

• 3–5 years of experience in the construction industry, preferably with a general contractor.
• Demonstrated experience and working knowledge of construction estimating, means and methods, project accounting, and contract and document administration.
• Solid understanding of construction industry practices, including coordination between field operations, project management, and accounting functions.
• Experience supporting public, federal, or government projects (e.g., USACE, NAVFAC, VA, state or municipal agencies) is preferred.
• Proficiency with construction management and accounting software, and strong working knowledge of Microsoft Office (Excel, Word, Outlook).
• Strong organizational skills, attention to detail, and ability to manage multiple projects and priorities in a deadline-driven environment.

KNOWLEDGE, SKILLS & ABILITIES:

• Dependable.
• Attention to Detail.
• Follow through.
• Excellent verbal and written communication.
• Proactively identifies potential issues.
• Solve problems calmly and collaboratively.
• Willingness to receive and give constructive performance feedback.
• Manage time and competing priorities.
• Ability to use and learn current and future technology.
• Ability to travel to jobsites as needed.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• This position could involve work at a construction site where duties will be performed both indoors and outdoors.
• Overtime may be required from time to time to meet project deadlines.
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other business machines.
• While performing the duties of this Job, the employee is regularly required to stand and walk.
• Climb or balance; stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 50 pounds.

SALARY:

• Range: $60,000 - $85,000/year
• Negotiable – depending on experience.
• Paid Weekly on Fridays (Mon thru Sun Work Week) w/ paystubs emailed.

BENEFITS:

• Health, Dental & Vision Insurance - Eligible after 30 Days, Enrolled on 1st of month - 50% of employee rate paid for employee for Health & Dental only.
• 401(k) – w/ employer match up to 3% of annual income after (1) year of employment.
• Paid Time Off (8 Days) – New Year, Memorial Day, Independence Day, Labor Day, Thanksgiving, & Christmas + 2 additional days, usually utilized at Christmas and Thanksgiving
• Earned Leave (Vacation/Sick) – 80 Total Hours Accrued Annually
  • Vacation (24 hours annually, accrued at 0.47 hours a week) – never expires, but caps at 24 hours.
  • Sick (up to 56 hours annually, accrued at 1 hour of paid sick leave for every 30 hours worked) – never expires, but caps at 56 hours.
• Voluntary supplemental insurance options are available to employees at their own expense.
• Voluntary life insurance is available to employees at their own expense.

EOE/M/F/Disability/Vet

DISCLAIMER:
This job description is intended to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job. The employer reserves the right to modify, add, or remove duties and to assign other duties as necessary. Employment remains at-will unless otherwise specified in a written agreement.