Project Administrator

Western States Fire Protection; Denver (CO); On-site; USD 34,000 - 44,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

FSA/HSA

401(k) Plan

Profit Sharing

Paid Time Off

Parental Leave

Paid Holidays

Tuition Reimbursement

Annual Discretionary Bonus

Employee Stock Purchase Plan

Gym membership reimbursement

Employee Assistance Program

Job summary

Western States Fire Protection is seeking a Project Administrator to support construction projects from award to closeout. You will manage project documentation, submittals, contracts, change orders, invoices, payroll, and compliance records, coordinating with project managers, field staff, and customers.

Requires at least two years in construction administration, bilingual preferred (English/Spanish), strong computer and communication skills, and meticulous attention to detail in a fast-paced

Qualifications

• Bilingual preferred (English and Spanish).
• At least two years of construction administrative experience required.
• Familiarity with billing and compliance processes.
• Excellent computer skills with business software.
• Effective written and verbal communication.
• Ability to perform in a fast-paced environment.
• Strong attention to detail and time management.
• Puts forth a courteous, friendly attitude.
• Ability to pass drug screen and background check.

Responsibilities

• Manage project setup, budgets, and internal file structure.
• Create customers/sites and verify data accuracy.
• Prepare, review, and track contracts and invoices.
• Manage insurance certs, lien waivers, and OCIP docs.
• Handle various billing types including T&M and lump sums.
• Maintain invoicing portals and data accuracy.
• Set up and maintain customer portal access.
• Oversee change orders, WIP reporting, and collections.
• Produce monthly aging reports.
• Coordinate payroll and certified payroll reporting.
• Support project managers and sales with back-office processes.
• Answer phones and route calls; assist with special projects.

Skills

Bilingual

Spanish

Computer skills

Billing knowledge

Construction admin

Communication skills

Attention to detail

Job description

Western States Fire Protection (WSFP) and its subsidiaries are more than a company. We are a family of unique individuals committed to our purpose, our values, and each other. And we believe in making our own luck, creating our own opportunities. WSFP accomplishes this by constantly innovating, finding ways to create new value and seizing new opportunities.

Protecting lives and property since 1985, WSFP and its subsidiaries specializes in Life Safety Systems. Our values are simple: integrity, quality, safety, professionalism, commitment.

What We Offer

• Health, Life, Dental and Vision Insurance
• Employee Assistant Program
• Flex Spending (FSA) (Cafeteria Plan) and HSA
• 401(k) Plan – Matching up to 3%
• Employee Stock Purchase Plan
• Profit Sharing Plan
• Paid Time Off (PTO), Parental Leave, Paid Pregnancy Medical Leave
• Paid Holidays
• Tuition Reimbursement
• Annual Discretionary Bonus
• Employer Paid Life Insurance
• Gym membership reimbursement

Project Administrator

The Project Administrator provides administrative and operational support for construction projects from contract award through completion, working closely with project managers, superintendents, field personnel, and customers. Responsibilities include preparing and maintaining project documentation, submittals, contracts, change orders, invoices, and project correspondence; processing weekly payroll and preparing and submitting certified payroll reports; tracking employee hours, and job progress; assisting with project billing, pay applications, and accounts receivable; maintaining accurate project and compliance records; communicating with general contractors and field employees; and supporting closeout activities. The position requires strong attention to detail, organization, confidentiality, and the ability to manage multiple projects and deadlines while ensuring accurate payroll, documentation, and compliance with project requirements.

The salary range for this position is $25.00-$32.00 per hour depending on experience.

Job Responsibilities

• Manage full project setup including job creation, budgets, and internal file structure
• Customer/site creation and clean data verification
• Oversee contract document preparation, review, and execution tracking
• Manage certificates of insurance, lien waivers, and OCIP documentation
• Handle all billing types including time and material, single, multi, and combo
• Maintain customer invoicing portals and ensure data accuracy
• Customer portal access setup and maintenance
• Insurance certs, lien waivers, OCIP documentation
• Manage change orders, WIP reporting, and collections
• Collections and monthly aging reports
• Conduct payroll and hour tracking functions
• Coordinate certified payroll and industry fund reporting
• Support project managers and sales with back-of-house documentation and software processes
• Answer phones and route calls
• Complete special projects as required
• Offer suggestions and solutions on improving efficiency of general office procedures
• Other duties as assigned

Job Qualifications

• Bilingual is preferred (English and Spanish)
• At least two years of construction administrative experience is required
• Familiarity with billing and compliance processes

• Excellent computer skills with working knowledge of business software applications
• Effective and good communication skills, both written and verbal, is vital
• Able to function and thrive in a fast-paced environment
• Strong attention to detail and time management

• Puts forth a courteous, friendly, helpful attitude at all times
• Ability to pass a drug screen test and background check

This position is accepting resumes at an ongoing basis.

All qualified applicants with Western States Fire Protection Company will receive consideration for employment without regard to race, color, religion, sex, sexual orientation and gender identity, national origin or status as a qualified individual with a disability or protected veteran.

VEVRAA Federal Contractor