Onsite Construction Admin: Billing, Compliance & Docs

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

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