Construction Administrator

Essex Property Trust; San Mateo (CA); Hybrid; USD 66,000 - 78,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Paid parental leave

401k match

Wellness programs

Holidays and PTO (12 holidays, 15 PTO)

Job summary

Essex Property Trust in San Mateo is seeking a Construction Administrator to support project managers on construction and renovation efforts. You will help with budget tracking, vendor coordination, invoice management, and project reporting.

This in-office role follows a hybrid schedule at our San Mateo corporate office. The ideal candidate has at least one year of experience in financial reporting or construction administration, strong Excel skills, and a detail‑oriented mindset.

Qualifications

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred)
• Minimum of 1 year of experience in financial reporting, accounting, or construction project administration
• Proficiency in Microsoft Office, especially Excel
• Strong attention to detail and organizational skills
• Ability to handle confidential information with discretion
• Experience with Yardi, ServiceNow, and SightPlan a plus

Responsibilities

• Track and manage project budgets and purchase orders (POs)
• Support budget tracking and vendor coordination for construction projects
• Coordinate with vendors and subcontractors to ensure timely invoice submissions
• Generate monthly, quarterly, and annual project reports and assist with audits
• Collaborate with Project Managers to keep projects on schedule and compliant

Skills

Attention to detail

Organizational skills

Discretion with confidential info

Communication skills

Education

High school diploma or equivalent

Associate’s or Bachelor’s degree preferred

Tools

Excel

Microsoft Office

Yardi

ServiceNow

SightPlan

Job description

Job Summary

Are you highly organized, detail-oriented, and passionate about supporting impactful construction and renovation projects? We’re looking for a Construction Administrator to join our dynamic team of Project Managers. In this role, you’ll play a vital part in budget tracking, vendor coordination, invoice management, and project reporting.

City

San Mateo

State

California

Job Location

San Mateo Corp Office

Position Type

Regular

Job Summary

Are you highly organized, detail-oriented, and passionate about supporting impactful construction and renovation projects? We’re looking for a Construction Administrator to join our dynamic team of Project Managers. In this role, you’ll play a vital part in budget tracking, vendor coordination, invoice management, and project reporting.

What You Will Do

• Support Construction Projects: Track and update project details using property management software and Excel.
• Manage Budgets & POs: Create and revise project budgets, issue purchase orders, and ensure proper project closeout documentation.
• Vendor Coordination: Communicate with vendors and subcontractors to ensure timely invoice submissions and project support.
• Reporting & Audits: Generate monthly, quarterly, and annual reports, manage accruals, and assist with compliance documentation.
• Team Collaboration: Work closely with Project Managers to keep projects running smoothly, from initiation to completion.

What You Will Need

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred)
• Minimum of 1 year of experience in financial reporting, accounting, or construction project administration
• Proficiency in Microsoft Office, especially Excel
• Strong attention to detail and organizational skills
• Ability to handle confidential information with discretion
• Experience with Yardi, ServiceNow, and SightPlan a plus

What The Job Requires

• Work is primarily conducted in an office setting. Requires sitting at a desk or workstation for extended periods. Involves the use of standard office equipment such as computers, phones, and printers.
• The position includes in-person work requirements consistent with the hybrid policy located at Essex's corporate office in San Mateo. The hybrid policy is subject to change at Essex’s sole discretion.
• Requires the ability to sit or stand for extended periods. Minimal physical effort in the day-to-day tasks.
• This role does not require any travel; work is primarily conducted at the office.

What You Will Bring To The Table

• Ability to comprehend and interpret instructions, short correspondence, and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisors.
• Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
• Decisions made with a general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may have a short-term impact on co-workers and supervisors.

All full-time regular associates are offered competitive salaries, experience career growth, and are eligible for benefit packages that include medical, dental, vision, paid parental leave, 401k employer match, excellence rewards, wellness programs, and much more. With our 12 paid holidays and 15 PTO days, work/life balance is a priority! Additionally, most positions are eligible for a housing discount of 20%.

Essex provides great communities in which to live, work and invest. We are a purpose-driven company, and we pride ourselves on promoting an internal culture of growth and opportunity by engaging, enabling, and empowering our teams. Working at Essex is not a destination. It is a journey where you can confidently build your career.

New hires generally start between $31.73 - $37.50 per hour. The final salary offer will be determined after reviewing relevant factors, including but not limited to skill sets; relevant experience; internal equity; and other business and organizational needs.

This role is also eligible to participate in Essex’s discretionary Annual Bonus program that is commensurate with the level of the position.