Warranty & Special Projects Administrator

Job Description

PROCON is seeking a highly organized, service-oriented Project Administrator to provide administrative and coordination support to our Warranty and Special Projects operations. This role helps keep requests, schedules, documentation, and communication organized across multiple commercial construction projects.

Reports to: Warranty & Special Projects Director

Key Responsibilities

Warranty Administration & Project Closeout

• Receive, document, organize, and track warranty and post-construction service requests from initial report through completion.
• Maintain warranty logs, work orders, photos, correspondence, cost records, and status reports; follow up on outstanding items.
• Coordinate subcontractor and vendor inspections, site visits, corrective work, building access, and scheduling.
• Communicate with owners, property managers, trade partners, and internal project teams regarding status and next steps.
• Route issues to the appropriate project personnel or trade; elevate recurring, unresolved, or technical issues for review.
• Assist with closeout records, including warranties, owner manuals, as-builts, attic stock information, and project directories.
• Support owner training sessions, post-occupancy meetings, and associated scheduling and documentation.

Special Projects & General Administrative Support

• Provide administrative support for smaller, fast-moving commercial construction projects.
• Assist with subcontractor outreach, bid invitations, proposal collection, and follow-up.
• Prepare and distribute meeting notes, action lists, project correspondence, and routine reports.
• Organize submittals, purchase orders, change documentation, invoices, and project files.
• Help coordinate permits, inspections, deliveries, site access, and other project logistics.
• Maintain organized electronic records and help improve administrative tracking and communication processes.

Qualifications

• Strong organizational, communication, customer-service, and follow-through skills; able to manage competing priorities.
• Proficiency with Microsoft Outlook, Excel, and Word; comfortable learning new systems.
• Experience in construction administration, warranty/service coordination, property management, facilities, or project support preferred.
• Experience coordinating vendors or subcontractors and maintaining work orders or project documentation is a plus.
• Familiarity with Procore, construction documents, and project closeout processes is helpful.
• Ability to work independently, take ownership of assigned administrative tasks, and recognize when escalation is needed.
• Collaborative mindset and enthusiasm for working in a team-oriented environment.
• Ability to handle sensitive information with professionalism and discretion.
• High integrity with sound ethical judgment
• Takes ownership and follows through on responsibilities
• Positive, solution-oriented mindset and resilient attitude
• Works well in teams with strong communication skills
• Open to innovation and continuous improvement

Additional Information

At PROCON, we believe our people are our greatest asset. We offer a collaborative, team-oriented environment where your contributions make a real impact.

Our comprehensive benefits package includes:

• Health, Dental & Vision Insurance
• 401(k) with company match
• Paid time off and holidays
• Tuition reimbursement
• Professional development opportunities
• A supportive, engaging workplace culture focused on teamwork and excellence.

All your information will be kept confidential according to EEO guidelines.