Job Description

Construction Administrator Polaris Forge II

At Horwitz, we don't just offer jobswe build careers. For over 100 years, we've been a leader in HVAC, plumbing, electrical services, delivering exceptional service while fostering a supportive and innovative workplace. Joining our team means working with passionate professionals in a culture built on safety, accountability, professionalism, motivation, curiosity, and a can-do attitude.

We're committed to your growth with training, mentorship, and advancement opportunities. Along with competitive benefitsyou'll be part of a company that values its employees and makes a positive impact in the community. Join Horwitz and become part of a legacy of excellence and opportunity.

Position Overview:

The Construction Administrator Polaris Forge II provides on-site administrative, compliance, and project support for Horwitz's Fargo jobsite operations. This role plays an essential part in onboarding new union hires, maintaining workforce documentation, processing invoices, and supporting job-site project coordination. Working directly with field leadership, project managers, and the HR and Accounting teams, the Construction Administrator ensures smooth daily operations, accurate documentation, and consistent communication across all project partners. This position reflects Horwitz's values: Safe, Accountable, Professional, Motivated, Can Do, and Curious.

Key Responsibilities:

These responsibilities generally describe the nature of the position and may not be all inclusive:

Onboarding & Workforce Support

• Coordinate onboarding for new craft workers and union hires assigned to the Fargo project.
• Facilitate collection and verification of employee documentation, including I-9/E-Verify submissions.
• Ensure compliance with jobsite and general contractor onboarding requirements.
• Maintain site rosters, access lists, and training/certification logs.
• Serve as a point of contact for union halls, field employees, and job site supervisors regarding start dates, paperwork, and jobsite policies.

Project & Administrative Support

• Maintain jobsite document control including drawings, RFI logs, submittal updates, and revisions.
• Support project teams in organizing schedules, meeting notes, safety documentation, and jobsite correspondence.
• Assist in the preparation and distribution of project reports, updates, and documentation.
• Coordinate with the main office on personnel, equipment, and administrative needs for the Fargo project.

Invoice Processing & Accounting Coordination

• Collect, review, and submit vendor invoices, delivery tickets, and jobsite purchase documentation.
• Enter invoice data into accounting systems and support reconciliation processes as assigned.
• Verify accuracy of charges with field leadership and route invoices for proper approval.
• Assist with tracking job-site expenses, rental equipment, and material usage records.

Jobsite Operations Support

• Assist with site logistics documentation, including sign-in sheets, manpower tracking, and daily logs.
• Organize and maintain the job site office including supplies, forms, and communication materials.
• Support weekly and monthly project meetings, prepare agendas, and record minutes.
• Coordinate with safety personnel to document required trainings, toolbox talks, and certifications.

Collaboration & Culture

• Bring an open-minded, team-oriented approach to supporting project needs.
• Communicate effectively with field leaders, project managers, subcontractors, and vendors.
• Maintain confidentiality and professionalism in handling employee and project information.
• Conduct yourself in alignment with Horwitz core values and contribute to a positive site culture.
• Perform other duties as assigned.
• Get better every day.

Skills/Abilities:

• Strong written and verbal communication skills.
• Highly organized with excellent time management and prioritization abilities.
• Familiarity with onboarding processes, HR documentation, or E-Verify preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Prior experience with construction management software such as Procore or COINS is beneficial.
• Ability to maintain confidentiality and manage sensitive information.
• Strong attention to detail and accuracy in data entry and documentation.

Education/Experience:

• 35 years of administrative support experience required; construction or field-based project experience preferred.
• Experience supporting onboarding or HR document collection is strongly preferred.
• Familiarity with union craft labor processes and jobsite workflows is a plus.

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