Construction Administrator - Ground Systems Deployments

About this role

We’re looking for a collaborative and detail orientated Construction Administrator to join our Deployments and Construction team to own the administrative backbone that keeps construction projects controlled, documented, financially accurate, and moving.

This role is for someone with exceptional attention to detail and a demonstrated track record of supporting multiple complex construction projects at once. You will manage the administrative systems behind project execution: invoices, payment applications, purchase orders, contracts, change orders, schedules, document control, project records, vendor information, and cross-functional communication.

The right person is highly organized, precise, persistent, and comfortable operating in the details. You should be able to spot missing backup in an invoice, catch an inconsistency between a contract and a change order, keep project schedules and action logs current, follow up until blockers are closed, and maintain clean records without needing constant reminders. This is not a passive coordination role; it is an execution-control role for someone who creates order across many active projects.

This role also has scope to define how our projects are administered - what processes to follow, what tools to use, and what steps are needed to ensure success. 

What you'll do

• Own construction administration across multiple active charging-site and ground-infrastructure projects.
• Manage project documentation, including contracts, purchase orders, change orders, payment applications, invoices, vendor records, insurance documentation, lien waivers, closeout materials, and project correspondence.
• Review invoices and payment applications for completeness, accuracy, backup documentation, purchase-order alignment, contract alignment, and approval readiness before routing for review.
• Track budgets, commitments, invoices, change orders, forecasts, and actuals in partnership with Construction, Finance, Procurement, and project owners.
• Maintain project schedules, milestone trackers, action logs, decision logs, and follow-up lists so construction teams have a clear view of status, risks, and next steps.
• Support contract administration from initial setup through execution, change management, closeout, and final reconciliation.
• Keep all details across our software platforms current, accurate, and internally consistent - Procore, Coupa, spreadsheets, trackers, and other construction or internal construction and finance systems
•  Coordinate across Construction, Finance, Legal, Procurement, Design, Engineering, Deployment, and external vendors or general contractors.
• Surface issues early when invoices, contracts, schedules, change orders, vendor documents, or approvals are missing, inconsistent, late, or blocked.
• Prepare regular project updates, cost and invoice summaries, schedule status reports, and administrative dashboards for construction leadership.
• Maintain complete and audit-ready project files so Zipline can understand what was approved, what was spent, what changed, who owns the next action, and what remains open.
• Support vendor onboarding, contractor documentation, sourcing support, meeting coordination, project startup, and project closeout.
• Improve administrative processes, templates, trackers, and handoffs as Zipline scales construction across more sites and markets.

What you'll bring

• 4+ years of experience in construction administration, project administration, construction coordination, project controls, contract administration, or a similar role supporting complex construction projects.
• Demonstrated excellence managing multiple active projects at once, especially where invoices, contracts, schedules, budgets, vendors, and project documentation all need to stay accurate.
• High attention to detail, with evidence that you have owned administrative accuracy in a construction, infrastructure, facilities, real estate, energy, telecom, EV charging, solar, logistics, or distributed-site environment.
• Strong working knowledge of construction contracts, purchase orders, change orders, payment applications, invoice review, vendor documentation, project closeout, and document control.
• Fluency with construction management and financial systems. Procore and Coupa experience are strongly preferred; experience with similar systems such as Oracle, SAP, NetSuite, Textura, e-Builder, Smartsheet, MS Project, Primavera, or advanced Excel is also valuable.
• Ability to reconcile details across systems: contract values, PO amounts, change orders, invoices, payment status, schedule milestones, and project records.
• Strong follow-through. You can keep work moving across busy construction managers, finance partners, vendors, contractors, and internal stakeholders.
• Clear written and verbal communication, especially when escalating missing information, approval blockers, cost discrepancies, schedule risks, or documentation gaps.
• Comfort working in a fast-paced, evolving environment where the process is still being built and the volume of projects is increasing.
• Practical judgment on when to ask questions, when to escalate, and when to drive an administrative issue to closure yourself.
• Proven excellence working in a remote / hybrid role if not based an office. 

What else you need to know

This will be a remote / hybrid based role, with opportunities to be based in our Texas locations, with regular collaboration across construction, finance, procurement, legal, design, engineering, deployment, and external partners. Some travel to project sites or vendor meetings may be required based on project needs.