Construction Project Administrator

Company Overview:

Breakform Design is a full-service architecture and design firm, General Contractor, and Metal Fabrication specialist, dedicated to creating spaces that seamlessly blend function, beauty, and craftsmanship. Originating as a metal fabrication company, Breakform Design is renowned for its meticulous attention to detail and its use of raw materials such as glass, metal, wood, concrete, and landscape to craft timeless, authentic designs. We are based in El Segundo and are looking for local candidates who can commit to a hybrid schedule.

Position Overview:

We are seeking a highly organized and detail-oriented Construction Project Administrator to support our project management team. The primary focus of this role will be compiling and submitting accurate and timely project billing packages to clients. This position plays a critical role in ensuring our cash flow remains healthy and that our clients receive clear, well-documented billing that reflects actual progress on-site.

Key Responsibilities:

Billing & Invoicing:

• Compile and submit monthly progress billing packages, including AIA G702/G703 forms, lien releases, backup documentation, and change order summaries.
• Coordinate with Project Managers, Superintendents, and Accounting to ensure billing reflects current project status and cost tracking.
• Monitor subcontractor and vendor invoices to ensure timely collection of waivers and required documents.
• Track retainage and assist in submitting final billing packages and close-out documentation

Document Control:

• Maintain organized digital and physical records of all billing-related documents, including contracts, change orders, insurance certificates, and executed lien releases.
• Manage the timely distribution and collection of executed subcontractor documents and compliance items.

Project Support:

• Assist with creating and tracking change orders, RFIs, submittals, and other project documentation.
• Support project managers with scheduling meetings, preparing agendas, and documenting meeting notes when required.
• Help manage project startup and closeout procedures.

Client & Subcontractor Communication:

• Act as a liaison between internal teams, clients, and subcontractors for billing-related inquiries and document requests.
• Respond promptly to client requests for billing corrections, clarifications, or additional documentation.

Qualifications:

• 2–5 years of experience in a similar role within the construction industry.
• Strong understanding of construction billing procedures, including AIA documents and lien waiver requirements.
• Proficient in Microsoft Office Suite (especially Excel), Adobe Acrobat, and project management platforms (e.g., Procore, Buildertrend, or similar).
• Exceptional organizational and time management skills with strong attention to detail.
• Strong communication and interpersonal skills, both written and verbal.
• Ability to manage multiple priorities and meet tight deadlines.

Preferred Qualifications:

• Experience with billing for both commercial and residential construction projects.
• Familiarity with accounting principles and budget tracking.
• Bilingual a plus, depending on project/client needs.

Job Type: Full-time

Pay: $70,375.00 - $77,000.00 per year

Benefits:

• 401(k)
• Flexible schedule
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Experience:

• QuickBooks: 1 year (Required)
• Construction Accounting: 1 year (Required)
• Excel: 3 years (Required)
• Contracts: 1 year (Preferred)

Ability to Commute:

• El Segundo, CA 90245 (Preferred)

Ability to Relocate:

• El Segundo, CA 90245: Relocate before starting work (Preferred)

Work Location: Hybrid remote in El Segundo, CA 90245

Salary : $70,375 - $77,000