Project Administrator

XL Construction Corp.; 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) with employer match

Paid time off

Wellness benefits

Employee Assistance Program

Life/AD&D/LTD insurance

Cell phone reimbursement

Job summary

XL Construction Corp. in Milpitas, CA, seeks a Project Administrator to support projects from startup through completion. You'll manage contract documentation, assist with cost tracking, and coordinate insurance requirements with owners and subcontractors.

This role values organization, attention to detail, and teamwork. Construction experience isn't required, but strong admin skills, willingness to learn, and the ability to travel across the Bay Area are important.

Qualifications

• At least three years of experience in project administration or coordination.
• Bachelor's degree preferred; construction experience a plus.

Responsibilities

• Drive subcontract administration: prepare and issue subcontracts, contract exhibits, and supporting documentation to keep agreements moving forward while monitoring subcontract execution.
• Track cost impacts and changes in accounting and cost management software; assist PMs with sub-change orders.
• Communicate insurance and contractual requirements; track and maintain certificates of insurance and follow up on outstanding items.
• Manage owner billing: prepare and submit owner pay applications with required documentation for timely submissions.
• Coordinate subcontractor billing: review pay apps, schedules of values, lien waivers, and supporting docs for accuracy.
• Review project costs: code and approve invoices, verify cost reports for labor rates.
• Track billing and payments: respond to inquiries, resolve discrepancies, and monitor payments to the company and subcontractors.
• Document lifecycle management: keep project records organized and up-to-date.

Skills

Organization

Attention to detail

Communication

Collaboration

Problem solving

Adaptability

Travel readiness

Education

Bachelor's degree

Tools

Microsoft 365

Excel

Google Workspace

Job description

Join a team that builds with commitment, integrity, and reliability.

Your Impact Starts Here

Are you an organized, resourceful professional who enjoys keeping things moving and helping teams succeed? Join XL Construction as a Project Administrator and play an essential role in supporting projects from startup through completion. Whether you're bringing experience from construction or another industry, you'll have the opportunity to apply your skills, learn new ones, and make a meaningful impact on projects across the Bay Area.

As a Project Administrator, you'll help protect project interests and keep contracts, costs, and compliance on track. Working closely with project teams, owners, and subcontractors, you'll manage contract documentation, support financial accountability, coordinate insurance requirements, and oversee monthly billing and payment processes to ensure accurate, timely submissions and payments.

From project startup through closeout, you'll also coordinate project documentation, manage administrative details, and support day-to-day project and jobsite operations. Your organization, attention to detail, and proactive approach will help keep teams aligned, records accurate, and projects running smoothly.

Bring your curiosity, initiative, and organizational skills to a fast-paced, collaborative environment where you can make a difference. Construction experience isn't required- we value strong administrative skills, attention to detail, and a willingness to learn. This is an opportunity to build on your strengths, develop new skills, and grow alongside a supportive team.

Your Role in Building What Matters

Contracts & Insurance

• Drive Subcontract Administration: Prepare and issue subcontracts, contract exhibits, and supporting documentation to keep agreements moving forward while monitoring subcontract execution.
• Track Cost Impacts: Track potential cost exposures and changes in our accounting and cost management software to support accurate project financials. As well as assisting PMs in coordinating and issuing sub-change orders.
• Subcontractor & Project Compliance: Communicate insurance and contractual requirements, track & maintain certificates of insurance, and follow up to resolve outstanding items.

Owner Billings & Payments

• Manage the Owner Billing which includes preparing and submitting the owner pay applications with all required documentation to ensure timely, accurate submissions.
• Coordinate Subcontractor Billing: Collect and review subcontractor pay applications, schedules of values, conditional lien waivers, and supporting documentation for accuracy and completeness.
• Review Project Costs: Review, code, and approve project invoices, and verify cost reports for accurate coding and labor rates.
• Track Billing & Payments: Respond to owner billing inquiries, resolve discrepancies, and monitor payments to the company and disbursements to subcontractors.

Project and Jobsite Administration

• Document lifecycle management: keep project records organized, maintain accurate, complete, and up-to-date project files
• Coordinate Project Startup: Assist with project setup by coordinating insurance requirements, prepare & send preliminary lien notices, and help set-up any and all project related items.
• Coordinate Project Closeout: Collect, organize, and compile closeout documentation, as required by project.
• Provide Team Support & Keep Jobsites Running Smoothly: Coordinate jobsite setup and demobilization, order supplies, arrange office equipment repairs, and assist with jobsite events, team lunches, and other day-to-day needs. Take initiative in addressing administrative needs and assist with helping keep projects and teams moving forward.

The Right Tools for the Job

• Experience & Education: At least three years of experience in project administration, project coordination, office administration, or a similar role. A bachelor's degree is preferred. Construction experience, accounting or project finance experience are a plus but not required.
• Technical Proficiency: Proficiency in Microsoft 365, particularly Excel, and/or Google Workspace. Comfortable using standard office equipment and demonstrates the ability to quickly learn new software and technology.
• Organization & Attention to Detail: Highly organized, detail-oriented, and able to manage large volumes of documentation, balance competing priorities, and meet deadlines in a fast-paced environment.
• Communication & Collaboration: Strong written, verbal, and interpersonal communication skills, with the ability to adapt communication to the audience and situation. Comfortable collaborating with diverse project partners, including contractors, architects, engineers, subcontractors, and internal team members.
• Problem-Solving & Initiative: Proactive, resourceful, and naturally curious, with sound judgment and a process-improvement mindset. Able to identify issues, seek solutions, take direction, and work independently when needed.
• Professionalism & Adaptability: Demonstrates honesty, integrity, flexibility, and a professional, respectful approach when working with people across different roles and backgrounds. Comfortable navigating frequent interruptions, changing priorities, and the demands of an active jobsite.
• Work Environment & Travel: Works onsite in an office or project site and can travel frequently throughout the Bay Area.

Compensation and Benefits

• Salary Range $78,000 to $90,000 per annum, commensurate with experience and performance.
• 100% employer-paid health and vision insurance option, plus dental coverage.
• 100% employee-owned company
• 401(k) retirement plan with employer match.
• Generous paid time off, wellness benefits, and an Employee Assistance Program (EAP).
• Employer-paid Life, AD&D, and Long-Term Disability insurance, plus cell phone reimbursement.

Lay the Foundation for Your Next Career Move.

AtXL, we believe that people come first. We are building a future where safety, integrity, and shared success shape everything we do. If you're ready to grow your career in a culture that invests in people and pushes the boundaries of what's possible, we encourage you to apply.

Equal Opportunity Employer:

XLI is an EOE AA M/F Vet/Disability employer. All qualified applicants will be considered without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, age, disability, protected veteran status, or any other legally protected status.