Construction Administrator

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

Benefits offered by this job

Medical

Dental

Vision

Paid parental leave

401k employer match

Housing discount 20%

Wellness programs

12 paid holidays

15 PTO days

Job summary

Essex-Property-Trust in San Mateo, CA is seeking a Construction Administrator to support Project Managers with budget tracking, vendor coordination, invoice management, and project reporting. The role emphasizes accuracy, confidentiality, and cross-team collaboration.

You will work hybrid at the corporate office with a schedule centered on office-based tasks, offering growth and competitive benefits including health, dental, vision, and more.

Qualifications

• High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
• Minimum of 1 year experience in financial reporting, accounting, or construction project administration.
• Proficiency in Microsoft Office, especially Excel.

Responsibilities

• Track and update project details using property management software and Excel.
• Create and revise project budgets, issue purchase orders, and ensure closeout documentation.
• Communicate with vendors and subcontractors to ensure timely invoice submissions and project support.
• Generate monthly, quarterly, and annual reports, manage accruals, and assist with compliance documentation.
• Work closely with Project Managers to keep projects running smoothly from initiation to completion.

Skills

Budget tracking

Vendor coordination

Invoice management

Project reporting

Excel

Attention to detail

Discretion with confidential info

Education

High school diploma

Associate/Bachelor preferred

Tools

Yardi

ServiceNow

SightPlan

Job description

CitySan MateoStateCaliforniaJob LocationSan Mateo Corp OfficePosition TypeRegularJOB 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 administrationProficiency in Microsoft Office, especially ExcelStrong attention to detail and organizational skillsAbility to handle confidential information with discretionExperience with Yardi, ServiceNow, and SightPlan a plusWHAT 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.#LI-Hybrid#LI-CH1All 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.