Project Administrator

Vec Us; Tracy (CA); On-site; USD 36,000 - 44,000; Full time

Benefits offered by this job

401(k) Plan

401(k) Employer Match

Health Insurance

Dental Insurance

Vision Insurance

Paid Time Off (PTO)

Job summary

VEC-US is seeking a Project Administrator in Tracy, CA to manage project setup, billing, contracts, and client reporting. You will coordinate with PMs and the Operations team to ensure accurate invoicing, timely payments, and compliant contracts.

The role offers learning opportunities and room to grow within a full-time, on-site position. Ideal candidates bring 1+ year in construction administration, proficiency with Kantata or similar systems, and solid Excel/Google Workspace skills to support

Qualifications

• 1+ years in the construction industry.
• 1+ years in project administration or operations.
• Ability to read contracts and spot billing requirements.
• Experience with Kantata or similar PM tools; plus ClickUp and Slack.
• Strong Excel, Word, and PowerPoint; Google Workspace experience.
• Familiarity with billing, change orders, lien notices, and certificates of insurance.

Responsibilities

• Set up new projects in Kantata with tasks, rate cards, and contract items for clean billing.
• Prepare monthly billing and manage T&M and Lump Sum invoices.
• Track contracts, change orders, and compliance; manage terms.
• Lead recurring PM and client check-ins; provide project reports.
• Maintain organized project files and standard templates; ensure data accuracy.
• Learn and apply company processes; suggest improvements.
• Utilize Kantata, Excel, Google Sheets, ClickUp, and Slack daily.

Job description

Career

Every project we deliver at VEC-US runs on a strong administrative backbone: clean setup, accurate billing, the right paperwork in the right place, and a PM who always knows where their project stands financially. The Project Administrator is that backbone for a portfolio of projects, from the day a contract lands through the final invoice at closeout. This is a full-time hourly role based in the Tracy, CA (CV2) office, reporting to the Project Admin Lead, with a pay range of $26 to $32 per hour depending on experience.

The Project Administrator works side by side with Project Managers and the Operations team and is the person they count on for the details: what the contract actually says, what the client needs on every invoice, and what is still waiting on a signature. The Project Admin Lead reviews work before it goes to clients or accounting, so there is real support while learning our systems and plenty of room to take on more with experience.

Key Responsibilities

Project Setup & Kickoff Set up new projects in Kantata, including tasks, rate cards, and contract items matched to the billing type, so billing and reporting run cleanly from day one. Read contracts and project documents to pull out what matters: billing requirements, payment terms, insurance, retainage, and client-specific rules. Brief the PM and project team at kickoff so everyone knows the client's requirements before work starts.

Billing & Invoicing Prepare monthly billing ahead of each project's deadline, with T&M billing early in the month and Lump Sum billing mid-month. Build Lump Sum invoices from PM-confirmed percent complete, and T&M invoices from verified rates and PM-approved time. Review time entries for accurate notes, tasks, and billable status before anything goes out the door. Monitor project financial health (fees earned versus billed) and flag missing billing or work that needs a change order. Follow up on outstanding invoices and send clients the payment documentation they need to process payment.

Contracts, Change Orders & Compliance Coordinate contract review, flag risk terms for the right people, and track agreements through client execution. Request NET 30 payment terms as our standard position. Track change orders from request through client approval and billing. Process preliminary notices (preliens) and update them as contract value changes. Process preliminary notices (preliens) and update them as contract value changes.

PM & Client Support Lead recurring check-ins with PMs on contracts, invoices, and project financials. Send recurring project reports so clients always have a clear view of progress. Request documents and information from clients and outside parties. Coordinate and schedule site visits. Attend project meetings and take clear, complete minutes.

Documentation & Standards Choose the right template for each project document and apply VEC formatting standards. Keep project files organized and current in Google Drive and ClickUp. Protect data accuracy across our project management and financial systems. Be a go-to resource on company protocols, and bring process gaps or recurring issues to your Lead. We genuinely want your ideas for doing things better.

A Month in the Role Early month: T&M billing, the 1st through the 5th. Mid-month: Lump Sum billing, the 15th through the 20th. All month: time entry reviews, change order tracking, AR follow-up, client reports, and project audits that keep your portfolio clean.

Software & Technical Proficiency Proficiency needed in the following tools: Kantata (formerly Mavenlink) for project setup, billing, and financial tracking, or a comparable project accounting platform. Excel and Google Sheets for tracking, reconciliation, and reporting. Word, PowerPoint, and Google Workspace for project documentation and templates. ClickUp and Slack for task tracking and day-to-day team communication.

What We’re Looking For

1+ years of experience in the construction industry, whether in the office, on a project team, or on site. You know how a job runs and speak the language. 1+ years in project administration, project coordination, or operations administration. Ability to read a contract and spot what matters for billing and compliance. We will teach you what to look for. Experience with Kantata (Mavenlink) or another project management or project accounting platform, plus tools like ClickUp and Slack. Comfort juggling multiple projects and deadlines without letting anything slip. Background in AEC, engineering, or BIM/VDC coordination. Strong skills in Excel, Word, PowerPoint, and Google Workspace. Exposure to construction billing, change orders, lien notices, or certificates of insurance. Clear, professional communication with clients, vendors, and teammates by phone, email, and Slack. Comfort using AI tools like Claude or Gemini to work smarter, whether that is drafting emails, summarizing contracts, or cleaning up a spreadsheet.

Why Join Us

Job Type: Full-time Competitive Pay Expected Hours: 40 per week Schedule: 8-hour shift Day shift Monday to Friday Benefits: 401(k) Plan 401(k) Employer Match Health Insurance Dental Insurance Vision Insurance Paid Time Off (PTO)

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