Construction Project Administrator

W3Global; San Francisco (CA); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

401(k)

Dental insurance

Health insurance

Life insurance

Paid time off

Vision insurance

Job summary

W3Global in San Francisco, CA, is seeking a Construction Project Administrator to support the Business Manager and project teams by keeping billing records, subcontracts, compliance documents, and closeout materials accurate and moving toward completion. This role is not a passive clerical position; you will actively identify gaps and follow up to close the loop.

The successful candidate will be meticulous, proactive, and able to adapt to changing priorities while delivering accurate, timely

Qualifications

• Experience in construction administration, project coordination, or contract administration.
• Public works or heavy-civil construction experience preferred.
• Familiarity with billing backup, subcontracts, purchase orders, and lien releases.
• Strong organization for multiple logs, files, deadlines, and follow-ups.
• Clear written and verbal communication.
• Proficient with Excel, Word, Outlook, and document-management systems.
• Experience with Raken or Basecamp is a plus.
• Judgment to know when to escalate issues.

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 escalated.
• Protect confidential company, employee, project, and vendor information.

Skills

Construction administration

Project coordination

Billing/compliance

Public works

Organization

Communication

Raken/Basecamp

Escalation judgement

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Document management systems

Job description

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.

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.

The 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 note: This posting does not include any application instructions beyond this point.

Benefits

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

Application Question(s)

• This is a full-time position that requires regularly working onsite in San Francisco. Are you able to meet this requirement?

Experience

• Construction administrative: 2 years (Required)

Ability To Commute

• San Francisco, CA 94134 (Required)

Work Location: In person