Position Summary
We are seeking a detail-oriented and organized Project Administrator to join our team. This role plays a critical part in maintaining accurate project documentation, coordinating subcontractor and vendor communications, processing billing, and ensuring contract compliance throughout the lifecycle of projects and service work.
The ideal candidate thrives in a fast-paced construction or service environment, has strong administrative and organizational skills, and is comfortable working with multiple systems, deadlines, and stakeholders at once.
Key Responsibilities

Assist estimators with bid preparation and project coordination
Add, organize, and track bids through the Blue Book program
Send bid requests to vendors and subcontractors
Collect, organize, and maintain subcontractor quotes
Monitor and maintain subcontractor master contracts
Execute contracts and purchase orders then issue purchase order to subcontractors and vendors
Perform job-specific data entry and maintain accurate project records
Obtain intents and documentation related to prevailing wage requirements
Process and submit daily job reports to customers
Coordinate onboarding paperwork for new subcontractors and vendors, including:
- Contractor licenses
- W-9 forms
- Insurance certificates
- Supporting compliance documentation
Prepare service billing and reporting documentation in Foundation
Submit service billings through customer portals or via email
Maintain organized electronic and physical project files

Qualifications

Previous experience in construction administration, project coordination, service administration, or a related role preferred
Experience with Foundation Software strongly preferred
Strong organizational skills
Ability to prioritize multiple projects and deadlines simultaneously
Proficient in Microsoft Office Suite, especially Excel and Outlook
Strong written and verbal communication skills
Ability to work independently while supporting a collaborative team environment

Preferred Skills

Knowledge of subcontractor compliance requirements
Understanding of prevailing wage documentation and processes
Experience processing invoices, purchase orders, and billing reports
Comfortable communicating with vendors, subcontractors, and customers professionally

Compensation details: 34-37 Hourly Wage

PIc3c9c6e2e71e-37437-40487469

Western Mechanical Contractors

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