Project Administrator

XL Construction•Milpitas, CA

15d•$78,000 - $90,000•Onsite

About The Position

XL Construction is seeking an organized, resourceful Project Administrator to support projects from startup through completion. The role works closely with project teams, owners, and subcontractors to manage contract documentation, support financial accountability, coordinate insurance requirements, and oversee monthly billing and payment processes. It also includes coordinating project records and administrative details and supporting day-to-day project and jobsite operations. Construction experience is not required; the company values strong administrative skills, attention to detail, initiative, and a willingness to learn. The position supports subcontract administration, cost tracking, compliance, owner and subcontractor billing, invoice review, payment monitoring, project startup and closeout, document management, jobsite setup and demobilization, and other administrative needs. The role works onsite in an office or project site and requires frequent travel throughout the Bay Area. The salary range is $78,000 to $90,000 per annum, commensurate with experience and performance. XL Construction describes itself as a 100% employee-owned company and offers health, vision, dental, retirement, paid time off, wellness, life, disability, and employee assistance benefits.

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.
Comfort using standard office equipment and ability to quickly learn new software and technology.
Strong organizational skills and attention to detail, including the ability to manage large volumes of documentation, balance competing priorities, and meet deadlines in a fast-paced environment.
Strong written, verbal, and interpersonal communication skills, with the ability to adapt communication to the audience and situation.
Ability to collaborate with diverse project partners, including contractors, architects, engineers, subcontractors, and internal team members.
Proactive, resourceful, curious approach with sound judgment and a process-improvement mindset.
Ability to identify issues, seek solutions, take direction, and work independently when needed.
Honesty, integrity, flexibility, and a professional, respectful approach when working across roles and backgrounds.
Comfort navigating frequent interruptions, changing priorities, and the demands of an active jobsite.
Ability to work onsite in an office or project site and travel frequently throughout the Bay Area.

Nice To Haves

Bachelor’s degree preferred.
Construction experience is a plus but not required.
Accounting or project finance experience is a plus but not required.

Responsibilities

Prepare and issue subcontracts, contract exhibits, and supporting documentation, and monitor subcontract execution.
Track potential cost exposures and changes in accounting and cost management software, and assist project managers in coordinating and issuing subcontract change orders.
Communicate insurance and contractual requirements, track and maintain certificates of insurance, and follow up to resolve outstanding compliance items.
Prepare and submit owner pay applications with required documentation to support accurate, timely billing.
Collect and review subcontractor pay applications, schedules of values, conditional lien waivers, and supporting documentation for accuracy and completeness.
Review, code, and approve project invoices and verify cost reports for accurate coding and labor rates.
Respond to owner billing inquiries, resolve discrepancies, and monitor payments to the company and disbursements to subcontractors.
Organize project records and maintain accurate, complete, and up-to-date project files.
Assist with project setup, coordinate insurance requirements, prepare and send preliminary lien notices, and help set up project-related items.
Collect, organize, and compile project closeout documentation as required.
Coordinate jobsite setup and demobilization, order supplies, arrange office equipment repairs, and assist with jobsite events, team lunches, and other day-to-day needs.
Take initiative in addressing administrative needs and help keep projects and teams moving forward.