Construction Project Administrator

Full-time, non-exempt position supporting a family-owned San Francisco public works contractor.

About the role

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. The right person notices what is missing, follows up without repeated reminders, communicates problems early, and takes responsibility for closing the loop.

Responsibilities

• 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.

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.
• Minimum 2 years of construction administrative experience.
• Ability to commute to and work onsite in San Francisco, CA 94134.

Skills

• 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

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person