Project Administrator Project Coordinator

Project Administrator / Project Coordinator

Job Type: Full-Time

Work Hours: Monday to Friday, 10:00 AM to 6:30 PM PST, with a 30-minute break

Salary: $1,200 per month

Job Overview:

We are seeking a highly organized and detail-oriented Project Administrator (Project Coordinator) to support our construction projects by managing documentation, ensuring subcontractor compliance, and maintaining accurate financial records. In this role, you will assist with monthly invoicing, track contract values and change orders, collect and verify compliance documents, and keep project management systems updated. You will work closely with project managers, field teams, subcontractors, and clients to ensure smooth project operations, timely communication, and accurate documentation throughout each phase of the project.

Key Responsibilities:

• Assist with monthly subcontractor invoicing, including document review and accuracy checks
• Collect, verify, and track lien releases, certificates of insurance (COI), W-9s, and other compliance documents
• Monitor contract values, change orders, and budget adjustments, and update internal logs accordingly
• Maintain organized project documentation, digital filing systems, and project folders
• Update project management platforms (Procore) and accounting systems (Sage 100 Contractor) with current project data
• Coordinate document flow between office teams, field staff, subcontractors, and clients
• Ensure subcontractor compliance with contractual requirements prior to payment processing
• Generate project reports, cost logs, and status updates as requested by the Project Manager
• Support project kickoff activities, closeout documentation, and ongoing communication across all stakeholders
• Assist with scheduling, meeting coordination, and various administrative tasks related to project operations

Qualifications:

• Previous experience in construction administration, project coordination, or a similar role
• Strong understanding of construction documentation, billing processes, and compliance requirements
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
• Experience using Sage 100 Contractor and Procore project management software (required or highly preferred)
• Exceptional organizational skills and strong attention to detail
• Ability to manage multiple deadlines and follow up proactively
• Strong written and verbal communication skills
• Ability to work effectively with project managers, field teams, subcontractors, and clients
• Comfortable working in a fast-paced environment with shifting priorities

Note: An NBI or police clearance will be required upon acceptance of the job offer.