Project Support Administrator

Restoration Management Company; Hayward (CA); On-site; USD 36,000 - 44,000; Full time

Benefits offered by this job

Full-time position

Advancement opportunities

Medical benefits

Paid time off

Paid holidays

Life insurance

Job summary

Restoration Management Company in Hayward, CA seeks a Project Support Manager to coordinate project operations, track costs, and ensure timely billing and compliance. You will work with project directors, clients, and internal teams.

The role emphasizes organization, communication, and cross-functional teamwork in a fast-paced restoration environment. Knowledge of T&M billing, contracts, and prevailing wage is a plus.

Qualifications

• Bachelor’s degree in construction management, business administration, or related field.
• Experience in construction project coordination or similar role is preferred.
• Knowledge of prevailing wage requirements and compliance is a plus.

Responsibilities

• Track job costs for Time & Materials construction projects.
• Process and monitor invoices and billing for timely reconciliation.
• Maintain project documentation and contract records.

Skills

Strong organizational skills

Multitasking

Excellent communication

Interpersonal skills

Education

Bachelor’s degree in construction management, business administration, or related field

Tools

Salesforce

Sage Paperless

Job description

Don't Just Find a Job. Find Your Purpose.

Restoration Management Company (RMC) improves lives by helping people and businesses recover from property damage-and by caring for the people behind every loss. Family-owned since 1985, RMC has grown into one of the largest family-owned restoration companies in the United States, with nineteen locations across eight states. Our continued growth includes three new locations established in 2024, 2025, and 2026, allowing us to be closer to the customers and communities we serve.

Recognized by Newsweek as one of America's Top Workplaces, RMC combines cutting-edge technology with proven expertise to support residential and commercial customers after water, fire, and other environmental damage. But our work is about more than restoring buildings. We understand that property damage can be stressful and overwhelming, which is why we approach every project with compassion, respect, and a genuine commitment to our customers' well-being.

From emergency mitigation and cleanup to reconstruction and restoration, our end-to-end services help guide customers through every step of the recovery process. We're here to restore their property, protect what matters most, and help them move forward with confidence.

WE ARE RMC!

At RMC, we do more than restore buildings-we restore hope, rebuild communities, and help people return to what matters most. For more than 41 years, RMC has been built on hard work, integrity, teamwork, and a commitment to our people. As a family-owned company, we understand that our greatest strength is the people behind the work. That's why we invest in our employees, create opportunities for growth, and encourage every team member to learn, lead, and build a meaningful career. Whether you're starting your career in restoration or bringing years of experience to the field, RMC offers the opportunity to grow, make an impact, and be part of something bigger. Join a team of skilled professionals who support one another, take pride in their work, and show up every day to make a difference.

One team. One mission: Respond -Restore- Rebuild-Ready to build a career with purpose? Join RMC and help restore what matters most.

Description

Pay Rate: $25.89 - $32.37 Hourly (DOE)

Branch Location: 4142 Point Eden Way Hayward, CA 94545

Restoration Management Company expects each, and every employee to embrace and apply in their daily activities the following company CORE VALUES: Team Spirit, Integrity, Quality, Humility, and Safety. These, in addition to the requirements listed below, are essential to the success of your career with Restoration Management Company.

Job Summary

The Project Support Manager will be responsible for managing and coordinating various aspects of projects, with a focus on ensuring smooth operations and effective communication between project directors, clients, and internal teams. This role involves tracking job costs, managing documentation, ensuring compliance with prevailing wage requirements, and facilitating the billing process. The ideal candidate will possess strong organizational and communication skills, with the ability to multitask and work collaboratively in a fast-paced environment.

Key Responsibilities

Core responsibilities for the position are as follows:

Financial Management and Billing

• Job Cost Tracking: Accurately track and monitor job costs for Time & Materials (T&M) construction jobs to ensure financial control and project profitability.
• Invoice Management: Review and forward invoices for billing to ensure all project costs are accurately recorded and billed, leading to timely financial reconciliation.
• Proforma Invoice Monitoring: Process Proforma invoices within 15 days to ensure timely invoices and collections, supporting financial health and project accountability.
• Monthly Invoicing: Send monthly invoices for T&M construction projects, coordinating with project directors and CTM to ensure current and accurate billing.

Documentation and Compliance

• Opportunity Intakes: Prepare and manage opportunity intakes to ensure timely and compliant notifications, supporting project initiation and legal compliance.
• Contract Tracking: Track and manage contracts, including DocuSign, to maintain organized, accessible, and visible contract records, facilitating efficient contract management.
• Prevailing Wage Compliance: Handle prevailing wage requirements to ensure compliance, avoid legal issues and ensuring fair compensation practices.

Communication and Coordination

• Work Orders: Efficiently prepare work orders for large loss projects, facilitating seamless project transitions from field information to actionable tasks.
• BOS Emails: Ensure thorough and timely communication by sending and following up on BOS emails to project directors, leading to accurate and timely project documentation and completion.
• Communication Monitoring: Maintain prompt and clear communication between project directors and operations teams, ensuring swift issue resolution and project continuity within a 24-hour response period.
• Meeting Participation: Attend construction production meetings and file reviews to assist project directors, ensuring up-to-date project status and contract compliance.

Project Tracking and Reporting

• Salesforce Management: Keep Salesforce updated with project notes and client communications, ensuring transparent project tracking and client satisfaction.
• Billing Oversight: Monitor and manage the On Time Billing (OTB) process, achieving a goal of a seven-day turnaround on final BOS processing, ensuring efficient project closure and financial accuracy.
• Preliminary Job Tracking: Track preliminary notices to identify upcoming jobs and update no-goes, enabling proactive project planning and resource allocation.
• Sourced Work Tracking: Compile and report sourced work from project directors, ensuring monthly updates to the regional director for accurate workload management.
• Salesforce Updates: Maintain up-to-date job files and progress levels in Salesforce, ensuring accurate project tracking and reporting.

Support and Coordination Activities

• Meeting Coordination: Organize safety and sales meetings, managing logistics to ensure productive and compliant meetings.
• Construction Packet Submission: Assist in submitting construction packets promptly after receipt of executed contracts, ensuring project readiness for construction operations.
• Permit and Change Assessment: Manage demo permits and change orders efficiently, supporting project progress and regulatory compliance.

Experience/Requirements

• Bachelor’s degree in construction management, business administration, or a related field.
• Minimum of 3-5 years of experience in construction project coordination or a similar role.
• Proficiency in project management software (e.g., Salesforce, Sage Paperless).
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Knowledge of prevailing wage requirements and compliance.
• Ability to work collaboratively with diverse teams.
• Detail-oriented with strong problem-solving abilities.
• Office Equipment: Computers, printers, copiers, telephones, and other standard office equipment.
• Travel: Minimal, primarily for training or occasional meetings outside the office.

Safety Requirements

• Regulatory Requirements: Adhere to all local, state, and federal safety regulations, including OSHA and EPA standards.
• Personal Protective Equipment (PPE): Required PPE may include gloves, masks, goggles, hard hats, and safety footwear. All employees must wear PPE as required for their specific roles and job site conditions.
• Ergonomic Practices: Practice ergonomic principles to prevent musculoskeletal disorders. This includes proper desk setup, using adjustable chairs, and maintaining good posture while seated.
• Office Safety Protocols: Adhere to established office safety protocols to maintain a secure work environment. This includes the following guidelines for the proper use of office equipment and ensuring that workspaces are free from clutter to prevent trips and falls.
• Safety Training: Complete all mandatory safety training sessions, including but not limited to hazard communication, emergency response, and safe equipment handling.
• Reporting Safety Concerns: Ability to identify and immediately report any unsafe conditions, hazards, incidents or injuries to supervisors without fear of retaliation.
• Emergency Procedures: Familiarize yourself with emergency procedures relevant to your specific job site, including evacuation routes, and emergency contacts.

Physical Requirements

General Physical Abilities:

• Lifting and Carrying: Ability to lift and carry materials or equipment weighing up to 25 lbs. regularly and up to 50 lbs. with assistance.
• Physical Activities: Ability to perform tasks that require, walking, bending, reaching, crouching, kneeling, climbing, squatting, crawling, lifting above the shoulder, reaching, and twisting.
• Sitting and Standing: Prolonged sitting or standing is required (in the office, driving, and/or at job sites). Regular alternating between sitting and standing
• Repetitive Motions: Continuous repetitive motion and tasks involving L/R hand movement (computer/mouse), wrists, or arms (e.g., typing, data entry).
• Machinery Operation: Capacity to operate machinery and tools as required by job tasks, which may involve fine motor skills and hand-eye coordination.
• Visual Ability: requirement for clear vision (e.g., close work, computer use, eye coordination

Working Conditions

Office Environment:

• Indoor office setting for corporate roles, including working with standard office equipment (computers, phones, printers). May involve regular meetings, (in person or zoom) and collaboration with team members.

Field Environment:

• Outdoor fieldwork at restoration sites, which may include residential, commercial, or industrial properties. Duties may involve exposure to different weather conditions (sun, rain, snow, heat).

Hazardous Environments:

• Potential exposure to hazardous materials, chemicals, or contaminants specific to restoration work, requiring strict adherence to safety protocols and use of PPE.
• Work after hours and weekends given our 24/7 business operations

Travel Requirements:

• This may include travel to and from job sites, requiring the use of company or personal vehicles. Possibility of attending out-of-town training or conferences.

Additional Information

Location: Hayward

Territory:

Full-Time/Part-Time: Full Time

Exempt/Non-Exempt: Non-Exempt

Req Number: ADM-26-00016

About the Organization

Restoration Management Company, Northern California's largest emergency service / restoration company is a growing, profitable, privately held company headquartered in Livermore, California. Established in 1985, Restoration Management Company has been providing reliable, year round emergency service, 24-hours-a-day for water, smoke and environmentally damaged property - to commercial, industrial, and residential clients.

We offer:

• Full-time positions
• Opportunity for advancement
• Competitive benefits (medical, dental, vision, EAP, 401k and matching, and life insurance)
• PTO
• Paid holidays
• Competitive salaries

EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.

This position is currently accepting applications.