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About the Role
XL Construction is seeking an organized and resourceful Project Administrator to play an essential role in supporting projects from startup through completion. This role involves managing contracts, costs, and compliance, coordinating documentation, and supporting daily operations to ensure projects run smoothly.
Responsibilities
- Prepare and issue subcontracts, contract exhibits, and supporting documentation.
- Monitor subcontract execution.
- Track potential cost exposures and changes in accounting and cost management software.
- Assist PMs in coordinating and issuing sub-change orders.
- Communicate insurance and contractual requirements to subcontractors.
- Track and maintain certificates of insurance.
- Follow up to resolve outstanding insurance and contractual items.
- Manage owner billing, including preparing and submitting owner pay applications with required documentation.
- Coordinate subcontractor billing by collecting and reviewing pay applications, schedules of values, conditional lien waivers, and supporting documentation.
- Review, code, and approve project invoices.
- Verify cost reports for accurate coding and labor rates.
- Respond to owner billing inquiries and resolve discrepancies.
- Monitor payments to the company and disbursements to subcontractors.
- Keep project records organized and maintain accurate, complete, and up-to-date project files.
- Assist with project setup by coordinating insurance requirements and preparing preliminary lien notices.
- Collect, organize, and compile project closeout documentation.
- Coordinate jobsite setup and demobilization.
- Order supplies and arrange for office equipment repairs.
- Assist with jobsite events, team lunches, and other day-to-day administrative needs.
- Address administrative needs proactively and assist in keeping projects and teams moving forward.
Requirements
- At least three years of experience in project administration, project coordination, office administration, or a similar role.
- Proficiency in Microsoft 365, particularly Excel, and/or Google Workspace.
- Comfortable using standard office equipment.
- Demonstrates the ability to quickly learn new software and technology.
- Highly organized, detail-oriented, and able to manage large volumes of documentation.
- Able to balance competing priorities and meet deadlines in a fast-paced environment.
- Strong written, verbal, and interpersonal communication skills.
- Ability to adapt communication to the audience and situation.
- Comfortable collaborating with diverse project partners.
- Proactive, resourceful, and naturally curious.
- Possesses sound judgment and a process-improvement mindset.
- Able to identify issues, seek solutions, take direction, and work independently when needed.
- Demonstrates honesty, integrity, flexibility, and a professional, respectful approach.
- Comfortable navigating frequent interruptions, changing priorities, and the demands of an active jobsite.
Skills
- Project Administration
- Project Coordination
- Office Administration
- Microsoft 365
- Excel
- Google Workspace
- Contract Management
- Cost Tracking
- Insurance Coordination
- Billing and Payments
- Documentation Management
- Organizational Skills
- Attention to Detail
- Communication Skills
- Collaboration
- Problem-Solving
- Initiative
- Adaptability
Location
- Bay Area
Work Type
- Onsite
- Travel
Experience Level
- 3+ years
Education Level
- Bachelor's degree preferred
Salary/Compensations
- $78,000 to $90,000 per annum
Benefits
- 100% employer-paid health and vision insurance option
- Dental coverage
- 100% employee-owned company
- 401(k) retirement plan with employer match
- Generous paid time off
- Wellness benefits
- Employee Assistance Program (EAP)
- Employer-paid Life, AD&D, and Long-Term Disability insurance
- Cell phone reimbursement
About the Company
- XL Construction believes that people come first.
- We are building a future where safety, integrity, and shared success shape everything we do.
- We invest in people and push the boundaries of what's possible.
Equal Opportunity
- XLI is an EOE AA M/F Vet/Disability employer.
- All qualified applicants will be considered without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, age, disability, protected veteran status, or any other legally protected status.