Project Administrator

Company: XL Construction Corporation
Location: San Francisco
Posted on: May 2, 2025

Job Description:

The Project Administrator (PA) plays an essential role in supporting our project teams in the field. This role ensures the successful execution of operational and administrative deliverables by managing contracts, billings, compliance tracking, insurance, and document control.Acting as the project's organizational backbone, the PA works closely with Project Managers, Superintendents, Accounting, and the broader Project Administrator team to maintain timely, accurate, and compliant project processes. Strong communication, proactive planning, and adaptability are critical for success in this position.Key Responsibilities:Contracts & Insurance

• Review and monitor prime contract compliance across the project duration.
• Draft and issue subcontracts with all required exhibits and supporting documentation.
• Track and follow up on subcontract execution, including redlines and delays.
• Issue and track subcontractor change orders through full execution.
• Enter and monitor cost impact changes in XL's cost management platform.
• Collect and manage subcontractor insurance certificates and OCIP/CCIP requirements.
• Communicate regularly with subcontractors regarding compliance expectations.Billing & Financial Administration
  • Prepare and submit monthly pay applications; ensure subcontractor documents (SOVs, waivers) are complete.
  • Review and approve invoices; validate coding and labor rate accuracy.
  • Compile G702s and billing packages for owner submittal with all required backup.
  • Submit retention invoices and track payments from owners to subcontractors.
  • Maintain lien waiver and payment tracking logs.
  • Utilize XL and owner billing systems (e.g., Procore, Textura) as required.Administrative Project Support
    • File preliminary lien notices and maintain all project documents (digital and physical).
    • Pull permits, archive documents, and manage closeout deliverables.
    • Support project trailer logistics including set-up and demobilization.
    • Collect vendor prequalification and compliance documentation.
    • Track and update drawing/spec sets and field documents.
    • Assist PMs with new job setup forms, insurance activation, and labor rate validations.General Jobsite Operations
      • Order supplies, coordinate office fixes, manage jobsite events and lunches.
      • Support compliance tracking for PLA, Certified Payroll, Skilled & Trained, UBE, and R&D credits.
      • Respond to evolving project needs and provide timely, proactive support in a dynamic environment.Qualifications:
        • Bachelor's degree preferred.
        • 3+ years of experience in construction project administration or a similar role.
        • Experience in accounting, finance, or billing in a construction environment is a plus.
        • Proficiency in Microsoft 365 and/or Google Workspace.
        • Strong communication, organization, and multitasking skills.
        • Ability to travel throughout the Bay Area frequently.
        • Self-starter with strong time management, adaptability, and problem-solving capabilities.
        • Comfortable working in a fast-paced field environment.Core Competencies:
          • XLI Steward - Lives the company's mission and values.
          • Managerial Courage - Communicates honestly and constructively.
          • Bridge Builder - Fosters strong, trust-based relationships.
          • People Builder - Mentors others and contributes to team development.
          • Continuous Learner - Seeks and applies learning opportunities.
          • Business Acumen - Understands and supports the financial and strategic goals of projects.
          • Strategic Edge - Balances tactical execution with broader project alignment.In compliance with California's pay transparency laws, the salary range for this position is $84,000 - $87,499 annually, depending on experience and qualifications.
            In addition to base salary, XL Construction offers a comprehensive benefits package.
            
            
            
            
            
            
            
            
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Keywords: XL Construction Corporation, San Jose , Project Administrator, Other , San Francisco, California