Full-Time | Non-Exempt
We are an established, family-owned San Francisco public works contractor seeking a highly organized Construction Project Administrator. This position supports our Business Manager and project teams by keeping billing records, subcontracts, compliance documents, job files, and closeout requirements accurate, current, and moving toward completion.
This is not a passive clerical position. The right person notices what is missing, follows up without repeated reminders, communicates problems early, and takes responsibility for closing the loop.
What You Will Do
Review and organize billing backup, including daily reports, tickets, receipts, equipment records, photographs, and subcontractor documentation.
Identify missing, incomplete, or inconsistent documentation before billing and approval deadlines.
Submit invoices to clients and assist with the invoice approval process.
Set up and maintain organized project files, trackers, purchase orders, and project phase information.
Support subcontract administration from initial intake through execution.
Monitor vendor and subcontractor compliance, including certificates of insurance, union status, licensing, labor-compliance requirements, and local-hire documentation.
Assist with RFIs, submittals, schedules of values, preliminary notices, 10-day and 30-day notices, releases, warranties, and project closeout records.
Track trucking, equipment, receipt, and invoice documentation, including Tenna equipment work reports.
Follow up with project personnel, vendors, and subcontractors until required information is received or appropriately escalated.
Protect confidential company, employee, project, and vendor information.
This role supports project execution but does not independently manage project scope, cost, schedule, field operations, contracts, permits, or final approvals.
The Person Who Will Succeed Here
You are meticulous without becoming stuck in the details, persistent without being abrasive, and comfortable working in an environment where priorities can change quickly. You ask questions, learn from direct feedback, and become increasingly independent as you gain experience.
Most importantly, you take pride in producing work that is accurate, complete, timely, and dependable.
Qualifications
Previous experience in construction administration, project coordination, contract administration, billing, compliance, or another documentation-intensive position.
Public works or heavy-civil construction experience is strongly preferred.
Experience with any of the following is valuable: billing backup, subcontracts, purchase orders, certificates of insurance, RFIs, submittals, schedules of values, preliminary notices, labor compliance, or project closeout.
Strong organizational skills and the ability to maintain multiple logs, files, deadlines, and follow-up items.
Clear and professional written and verbal communication.
Comfortable using Microsoft Excel, Word, Outlook, and document-management systems.
Experience with Raken, Basecamp, or comparable construction systems is a plus.
Sound judgment regarding when to resolve an issue independently and when to escalate it.
For the Construction Project Administrator position, the top 10 skills are:
Construction document control
Project billing and pay-application support
Strong follow-up and deadline management
Attention to detail and document accuracy
Subcontract and vendor compliance tracking
Organization across multiple active projects
Microsoft Excel and spreadsheet tracking
Clear written and verbal communication
Problem identification and timely escalation
Public works or heavy-civil construction knowledge
Our culture is direct, hardworking, and relationship-driven. We value people who take ownership, respect established processes, help their coworkers succeed, and follow through on what they say they will do.
If you want a position where your organization and follow-through directly contribute to successful projects, we encourage you to apply.
Please apply through this posting with your resume. In your application, briefly identify the construction documents, billing records, compliance requirements, or tracking systems you have personally handled.
Benefits:
401(k)
Dental insurance
Health insurance
Life insurance
Paid time off
Vision insurance
Application Question(s):
Experience:
Ability to Commute:
Work Location: In person
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