Construction Project Administrator - Bay Area

XL Construction; Milpitas (CA); On-site; USD 78,000 - 90,000; Full time

Benefits offered by this job

Health and vision insurance

Dental coverage

Employee-owned company

401(k) retirement plan with employer  

Paid time off

Wellness benefits

Life, AD&D, and Long-Term Disability保险

Cell phone reimbursement

Job summary

XL Construction Corp. is seeking a Project Administrator to support projects from startup through completion across the Bay Area. You’ll help keep teams moving, manage documentation, and coordinate subcontracting and billing processes in a fast-paced field environment.

This role emphasizes organization and proactive problem-solving as you handle project setup, insurer onboarding, lien notices, and day-to-day site support to ensure projects run smoothly.

Qualifications

• At least three years of experience in project administration or a related role.
• Bachelor’s degree preferred.
• Proficiency in Microsoft 365, especially Excel, and Google Workspace.
• Strong organizational and communication skills with ability to meet deadlines.

Responsibilities

• Drive Subcontract Administration: prepare and issue subcontracts and exhibits to keep agreements moving forward.
• Track cost exposures and changes to support accurate project financials and assist PMs with sub-change orders.
• Subcontractor & Project Compliance: communicate insurance and contractual requirements; track certificates of insurance; follow up on outstanding items.
• Manage the Owner Billing: prepare and submit owner pay applications with all required documentation.
• Coordinate Subcontractor Billing: collect and review pay applications, schedules of values, lien waivers, and supporting docs.
• Review Project Costs: code and approve project invoices; verify cost reports.
• Track Billing & Payments: respond to billing inquiries; monitor payments and disbursements.
• Document lifecycle management: keep project records organized and up-to-date.
• Coordinate Project Startup: assist with project setup, insurance requirements, preliminary lien notices, and related items.
• Coordinate Project Closeout: collect and compile closeout documentation.
• Provide Team Support & Keep Jobsites Running Smoothly: arrange supplies, equipment repairs, and day-to-day needs; support project momentum.

Skills

Organization

Attention to detail

Communication skills

Problem-solving

Team collaboration

Education

Bachelor’s degree preferred

Tools

Microsoft 365 (Excel)

Google Workspace

Job description

XL Construction Corp. is seeking a Project Administrator to support projects from startup through completion across the Bay Area. You’ll help keep teams moving, manage documentation, and coordinate subcontracting and billing processes in a fast-paced field environment.

This role emphasizes organization and proactive problem-solving as you handle project setup, insurer onboarding, lien notices, and day-to-day site support to ensure projects run smoothly.