Installation Administrator
Pittsburgh, PA
Full Time
Mid Level
Location: Pittsburgh, PA. Office-based with remote flexibility, coordinating installations across multiple job sites in the region.
Reports to: Vice President, Construction Operations
Compensation: $50,000-$65,000 + competitive benefits
Position summary
We believe that homeowners don't just need a contractor – they need a Home Improvement Partner For Life. We are on a mission to become that partner. One go-to team who understands their home as a whole. That's why we don't stop at just one or two services. We offer renovations, remodels, safety and accessibility upgrades as well as handy fixes. Our goal is to build a long-term relationship with every home we step into – deeply understanding not just the house but the people who call it home.The Installation Administrator keeps every job moving from approved sale to finished install. This person owns the paperwork and the calendar behind our installations: assembling and tracking permit applications, scheduling installers and subcontractors, keeping project documentation complete, and work orders, that come with each job. When a permit stalls or a schedule conflict appears, this person is the one who spots it early and gets it resolved.
The role sits between the Install Manager, field crews, subcontractors, customers, and local permitting agencies. It needs someone who is highly organized, comfortable juggling many projects at once, and confident picking up the phone to follow up. Strong communication and comfort with spreadsheets and project management software are critical.
Key responsibilities
Permitting
- Assemble and submit permit packages to local, state, and utility authorities.
- Communicate with permitting agencies to confirm receipt and status of applications and resolve any missing information.
- Handle follow-ups and resubmissions as needed to keep projects moving.
- Provide regular updates to project teams on permit progress and potential delays.
Installation scheduling and coordination
- Coordinate installation schedules with subcontractors.
- Assist the Install Manager in resolving scheduling conflicts and logistical issues.
- Communicate professionally with customers about scheduling, timing, and what to expect.
- Communicate any unfinished jobs with the Install Managers and Scheduler for resolution
Project documentation
- Maintain and organize project documentation, including contracts, permits, photos, and change orders.
- Support project closeout by making sure all documentation is complete and filed.
Tracking and reporting
- Track project progress and keep internal systems up to date.
- Maintain spreadsheets and timelines for the Havenside Construction team.
- Prepare reports on project timelines and installation status for management.
Required qualifications
- High school diploma or equivalent experience.
- Exceptional organizational and multitasking skills, with the ability to manage many active projects at once.
- Strong attention to detail. Accurate permits, schedules, and billing depend on it.
- Working proficiency with Microsoft Office (Excel, Word, Outlook).
- Excellent communication and interpersonal skills with internal teams, subcontractors, customers, and agencies.
- Reliable and proactive, with a track record of meeting deadlines in a fast-paced environment.
- Comfortable working at a desk and computer for most of the workday.
Preferred qualifications
- Familiarity with local government permitting processes or construction permitting workflows.
- Previous work experience with permitting authorities or utility companies.
- Experience with construction or project management software (for example, FieldPulse or Buildertrend).
- Knowledge of construction processes, terminology, and scheduling.
- Ability to read and interpret basic construction documents.
Benefits
Havenside offers health, dental, vision and life insurance, HSA/FSA accounts, and a 401(k) with employer match. Employees also receive paid time off, 11 paid company holidays, floating holiday, AD&D coverage, and support for training and certification.Havenside is an E-Verify and equal opportunity employer.
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