Construction Project Administrator

Our client is a commercial general contracting and construction management company based in Santa Barbara California. The company manages commercial construction projects from preconstruction and planning through completion working with developers owners architects and subcontractors.

We are looking for a highly organized Construction Project Administrator to support the project management estimating accounting and general office operations.

The position will work directly with project managers and superintendents to keep projects organized documentation current and administrative tasks moving.

The ideal candidate has experience working with a U.S. general contractor or construction company and is comfortable with construction terminology project documentation and accounting administration.

Primary Responsibilities:

• Maintain project documentation files and logs in Procore including RFIs submittals change orders and project records.

• Prepare and track subcontracts purchase orders change orders and other project documents.

• Collect and follow up on subcontractor documentation including W-9s insurance certificates lien releases pricing and submittals.

• Support project closeout including warranties O&M manuals punch lists and final documentation.

• Assist with project accounting: invoices vendor bills receipts cost coding AP documentation and Procore financial data.

• Coordinate subcontractor bidding including bid invitations proposal tracking and bid leveling.

• Maintain project schedules meeting notes action items and subcontractor/vendor databases.

• Provide general administrative support to Project Managers and Superintendents proactively following up on outstanding items.

Software Experience with the following is preferred:

• Procore

• QuickBooks Online

• Microsoft Outlook Excel and Word

• Dropbox

Qualifications:

• Excellent written and spoken English.

• Strong organizational skills and attention to detail.

• Comfortable working independently.

• Ability to manage multiple projects and deadlines simultaneously.

• Strong Excel and computer skills.

• Experience with U.S. commercial construction strongly preferred.

• Experience with Procore strongly preferred.

• Basic understanding of construction drawings RFIs submittals change orders subcontracts and project accounting.

• Comfortable using AI tools such as Claude to improve efficiency and productivity.

• Availability to work during CST business hours.