Project Administrator

FirstService Residential; San Francisco (CA); On-site; USD 41,000 - 48,000; Full time

Benefits offered by this job

Medical, dental, and vision plans (FT)

401K match

Paid vacation and holidays

Tuition reimbursement

Wellbeing resources

Domestic partner coverage

Job summary

FirstService Residential is seeking a highly organized Project Administrator to join our project management team in San Francisco, CA. The role focuses on supporting water loss mitigation and reconstruction projects, including RFP creation, document control, budgeting, and scheduling.

The successful candidate will communicate with clients and vendors, document progress on-site, and assist with project evaluations and SOP development. Occasional travel to project sites is required.

Qualifications

• Organized and detail-oriented with strong communication skills.
• Experience supporting project administration tasks.
• Ability to work independently and travel to sites as needed.
• Proficiency in creating RFPs, budgets, and schedules.
• Experience with SOPs and project communications.

Responsibilities

• Support project goals through routine tasks and processes.
• Travel to project sites to document progress and engage with clients.
• Manage project documents: contracts, POs, work authorizations.
• Assist with requisitions, status reports and invoices as needed.
• Support PM processes and project cost estimation, scheduling, and progress tracking.
• Maintain project databases and develop timelines and budgets.
• Assist in building evaluations, audits, and close-out procedures.
• Write and maintain SOPs for assigned projects.
• Coordinate project communications with stakeholders.
• Utilize Trello and templates to support PM activities.

Skills

Project coordination

Documentation management

Client relations

Vendor communication

Education

Associates or Bachelor's degree in Construction Management, Business Administration, Communications

Tools

Microsoft Office Suite

Trello

Job description

Description

Job Overview: We are seeking a highly organized, detail-oriented Project Administrator to join our project management team and support the successful management of various projects, including providing crucial support for water loss mitigation and reconstruction. The ideal candidate will understand project management methodologies and be able to support project administration functions, including the creation of RFPs, document management, budgeting, and scheduling. The Project Administrator will also need to be able to assist with project evaluations, create project communications, communicate directly with clients and vendors, and travel to project sites to document progress. A successful candidate will possess excellent communication and organizational skills and can work independently.

Compensation

$30-$35/hour

FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

Job Responsiabilties

• Contributes to and supports project goals through performance of routine tasks and processes.
• Travel to project sites to document progress and answer questions from clients.
• Process and maintain project related documentation, such as agreements, contracts, purchase orders, and work authorizations.
• Assists with project administration deliverables, including reviewing and/or preparing requisitions, status reports, changing orders, payment applications, and other invoices associated with the project.
• Support PM processes as directed.
• Support project management team responsibilities to identify requirements, estimate costs, prepare schedules, track progress, and coordinate completion of required work.
• Maintain and update project databases.
• Create and manage project plans, timelines, and budgets, adhering to PM support needs.
• Participate in building evaluations and due diligence reviews and assist with preparation of physical audit reports.
• Assists in project close-out procedures.
• Write and maintain SOPs for assigned projects.
• Coordinate project communications for internal and external stakeholders.
• Perform related assignments, as required, in the daily operation of the group.
• Utilize Trello boards and templates to support project management.

Water Loss Project Support

• Contact/engage vendors to stop active leaks and start mitigation process for new, simple losses (no more than 2-3 units impacted).
• Monitor mitigation/dry down of impacted units and coordinate with Owners for unit access for continuous moisture inspections until unit(s) are dry.
• Communicate with impacted Owners, guide/advise them through the process if demolition is needed in their unit.
• Develop understanding of governing documents for HOAs (CC&Rs/bylaws/insurance) for maintenance and repair responsibility.
• Develop decision-making skills to approve destructive work as needed without oversight.
• Work with insurance if applicable (HO6 and HOA insurance).
• Engage contractors for reconstruction services and coordinate and monitor reconstruction efforts.
Review and process vendor invoices and generate/submit bill packet at project completion for invoicing.
• Document and file photos, invoices, and bill packets within Trello and Project folders.
• Conduct site visits to assist Senior P/C Managers with inspections and documentation as needed.
• Coordinate reconstruction start date with Unit(s) and GC.
• Follow up with vendors for final project invoices and photos after project completion and compile documents for main P/C Manager for review and processing.
• Generate final excel submission worksheet for packet creation for main P/C Manager to review and submit.

Education & Experience

• Associates or bachelor’s degree in Construction Management, Business Administration, Communications, or related field - preferred but not required
• Minimum one year of related experience preferred in project management and/or property management
• Experience in writing SOPs
• Proficiency with Microsoft Office Suite
• Strong organizational and administrative support skills with understanding of project management business.
• Able to develop client relations, client management and consultation skills.
• Strong organization skills with high attention to detail.
• Skilled in oral and written communication

Knowledge, Skills & Proficiencies

The ideal candidate should be highly organized, have excellent communication and problem-solving skills, and have a background in property or project management. The Project Administrator should also have experience in writing Standard Operating Procedures (SOPs) and creating project communications.

Tools & Equipment Used

• General office equipment.
• Tools and software are common to the project management industry.
• Valid California State Driver’s License and state mandated insurance.

Physical Requirements & Working Enviroment

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Must have finger dexterity for typing/using a keyboard.
• Work is performed in a variety of environmental conditions, with exposure to outdoor temperatures, weather variations, traffic and equipment noise, equipment vibrations, vehicle and/or chemical fumes, chemicals such as cleaning solvents and grease, machinery and their moving parts and dust.
• Work duties may require the ability to stand or walk on hard surfaces for frequent and prolonged periods of time.
• Must be able to respond to requests and communicate to staff, coworkers, clients, and vendors.
• Consistent and regular attendance required.
• Some exposure to dust and noise.
• Some heavy lifting, standing, climbing.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs

Travel

Job may require travel throughout our operational areas and different regions of the West Region including, but not limited to California, Nevada, and Arizona. This position requires travel to project sites, as well as regular meetings with clients.

What We Offer

• Medical, dental, and vision plans (full time and those working 30+ hours)
• Part-time 20+ hours qualify for dental and vision
• 401K match
• Time off including vacation, sick, and company paid holidays
• Pet insurance available
• Tuition reimbursement
• Legal services
• Free emotional wellbeing and daily life assistance support for all associates
• Domestic partner coverage
• Health savings account
• Flexible spending accounts

About Us

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.

Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.

Experience exceptional service with a fulfilling career in property management with FirstService Residential.

To learn more about our company and culture, please visitwww.fsresidential.com/california

Disclaimer

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances.

All offers of employment with FirstService Residential are contingent upon a satisfactory background check.

Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a "reasonable accommodation," as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.