Construction Project Administration

The paperwork on a construction job doesn’t stop because the field is busy. Submittals, RFIs, change orders, pay apps, lien waivers, and closeout binders all have to move on time, in the right order, with the right people copied. When they don’t, jobs stall, money sits in retainage, and the owner ends up doing office work at 9 p.m.

Heartland Operations Group provides experienced project administration for contractors who need the documents handled correctly but don’t have the volume, or the budget, for a full-time project coordinator.

Sound familiar?

  • Submittals go out late because nobody owns the log.

  • RFIs get answered in a text message and never make it into the record.

  • Change orders get done in the field but never get priced, signed, or billed.

  • Pay apps go out with the wrong retainage, missing waivers, or a week late.

  • Closeout drags on for months because the O&M manuals and warranties were never collected along the way.

What we do

Document control. We set up and maintain the submittal log, RFI log, change order log, and drawing log so the current information is always in one place and everyone is working from the same set.

Submittals and RFIs. We prepare, track, and follow up on submittals and RFIs with the design team so the field isn’t waiting on an answer that got buried in someone’s inbox.

Change orders. We turn field directives into priced, documented change orders and get them signed before the work is billed, not after.

Pay applications and lien waivers. We prepare monthly pay apps, collect and reconcile subcontractor waivers, and track retainage so you get paid on time and don’t leave money on the table.

Subcontractor coordination. We handle subcontract paperwork, insurance certificates, prequalification packets, and the routine follow-up that keeps trades compliant and moving.

Closeout. We build the closeout package as the job goes so punch, O&Ms, warranties, and as-builts are ready when the last inspection clears, not three months later.

How it works

We plug into the tools you already use, whether that’s Procore, Buildertrend, SharePoint, or a shared drive and email. You get a dedicated project administrator who knows your jobs, your subs, and your design team, on a set number of hours per month or per project. Most clients start with one active project and expand from there.

Who it’s for

General contractors and specialty subcontractors running commercial, hospitality, or multi-family work who need a project coordinator’s output without adding a full-time seat. If your PM or superintendent is doing the paperwork after hours, that’s the job we take off their plate.

Ready to get the paperwork off your desk?

Book a 30-minute call and tell us about the job that’s keeping you up at night.