What are the responsibilities and job description for the Project Administrator position at XL Construction?
Location: Bay Area Jobsite Locations, So. San Francisco, Oakland, CA
Reports to: Project Administrator Manager
Schedule: Full-Time
Responsibilities:
The role of Project Administrator (PA) is to support the project teams onsite while managing and executing the deliverables expected for the role. The position requires professional and courteous conduct as the role requires frequent internal and external communication components. The project administrator works closely and collaboratively with the project team, the accounting team, and other project administrators as part of the Project Administrator team. To be successful communication, collaboration, and a proactive approach are key.
Contracts & Insurance
Reports to: Project Administrator Manager
Schedule: Full-Time
Responsibilities:
The role of Project Administrator (PA) is to support the project teams onsite while managing and executing the deliverables expected for the role. The position requires professional and courteous conduct as the role requires frequent internal and external communication components. The project administrator works closely and collaboratively with the project team, the accounting team, and other project administrators as part of the Project Administrator team. To be successful communication, collaboration, and a proactive approach are key.
Contracts & Insurance
- Reviews and understands the prime contract by following the terms and conditions throughout the entire project.
- Creates and issues Subcontracts with associated exhibits and contract documents as specified by project requirements.
- Tracks subcontracts for execution, by reviewing for any markups, or following up of any delays in processing.
- Creates and issues subcontractors change orders and tracks for fully executed copies.
- Can create and track potential cost impacts within XL’s accounting and cost management software.
- Manages, tracks, and obtains insurance certificates as required.
- Manages, tracks, and maintains any insurance programs (OCIP, CCIP, etc.) as required by Owner or project.
- Reviews and communicates with subcontractors their statuses and requirements for compliance.
Billing
- Manages, creates, and submits monthly pay application for project(s).
- This includes Sub pay app verification for ensuring subcontractors have XL’s required billing documents, schedule of values, and sub conditional waiver.
- Reviews, codes, and approves all invoices for the project.
- Reviews cost reports for coding and labor rate accuracy. Ensuring monthly all items are being accounted and invoiced for.
- Creating XL’s compiled pay app which will include an industry standard G702, schedule of values, associated back-up and any additional billing documents as required by Owner.
- Works to resolve any billing questions the Owner may have.
- Manages, creates, and submits retention invoice(s) to Owner.
- Understands Owner billing requirements and adheres to requirements monthly when submitting the pay application.
- Tracks and manages lien waiver logs as required by Owner or project.
- Reviews reporting to support and aid in development of the monthly pay application.
- Tracks for payment from Owner as well as to our subcontractors.
- Understands and works in XL’s and Owners billing software systems as needed to complete the monthly pay application process.
Admin Support
- Prepares preliminary lien notice to the Owner.
- Keeps project files (electronic and if needed hard copy) complete, accurate, and up to date.
- Maintains project information in company software systems.
- Pulls permits from the city for project team as needed.
- Manages, tracks, collects, and packages closeout documents as required by Owner and project. This can include closeout binders to Owner, and archiving of materials such as permits and as-builts.
- Supports team with trailer jobsite set-up and demobilizing of trailer.
- Assists with collecting prequal information or other required forms as needed for setting up new vendors or maintaining status for current vendors.
- Can support team with reviewing, maintaining, and tracking drawing sets and specs during course of project.
- Supports the Project Manager with new job setup such as:
- Getting Insurance established
- Helping complete internal new job setup forms
- Ensuring labor rates are set up accurately with accordance of Contract terms.
- Various other start up related items as needed by PM.
- Manages various jobsite needs such as:
- Ordering supplies
- Coordinating fixes to any office equipment
- Jobsite event coordination
- Ordering lunches
- Tracking as required for: PLA requirements, Skilled & Trained reports, Certified Payroll requirements, UBE tracking, R&D tax credit, and others.
- Any other tasks or duties as assigned or required by the project team to support project teams in a dynamic field environment.
Knowledge, Skills, and Abilities:
- Bachelor's degree is preferred.
- 3 years of experience in a project administrator role or similar position.
- Accounting/Finance project experience is a plus.
- Excellent computer, office equipment, and software skills (Microsoft 365 and/or Google Workspace)
- Excellent reading, writing, and personal communication skills are required.
- Able to maintain a professional demeanor while dealing with a variety of stressful situations, navigating different personalities, cultures, backgrounds, and perspectives.
- Has skills and proven abilities in planning, organizing, problem solving and time management.
- Multitasking with attention to detail.
- Ability to travel throughout the Bay Area frequently.
- Solid understanding of project flow.
- Able to take direction and work independently while executing on schedule.
- Driven individual with honesty and integrity.
- Can effectively prioritize and adapt in a fast- paced environment, with frequent interruptions, noise level uncommon of that in an office, with high expectations for accurate deliverables.
- Flexible and able to respond effectively to ever-changing demands in a dynamic environment.
- Self-starter, assertive, great at seeking out resources.
- Flexible schedule to accommodate business needs.
- The role requires sitting, talking, actively listening, repetitive hand motions, standing, walking, reaching, and bending and/or lifting up to 20 pounds.
XL is an Opportunity Employer (EOE AA M/F Vet/Disability). Qualified applicants are evaluated without regard to race, color, religion, sex, national origin, sexual orientation, political affiliation or belief, age, gender identity, disability, status as a protected veteran, or any other protected characteristic.
H1B Visa sponsorship is not available for this specific position.
