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Project Administrator

Project Administrator

Innovation ConsultingSacramento, CA, US
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Job Description

Job Description

Location : In-office in Sacramento, Oakland or San Francisco (Employees choice)

Employment Type : Full Time

Estimated Duration : 6-month contract, then direct hire to our client

About the Role :

We are seeking a detail-oriented and proactive Project Administrator to support our clients project teams in Sacramento, Oakland, and San Francisco. This role is vital to keeping our field operations running smoothly by managing documentation, coordinating with subcontractors and vendors, and ensuring compliance with contracts and reporting requirements.

The ideal candidate is highly organized, thrives in a fast-paced construction environment, and brings strong communication and administrative skills. Youll be responsible for maintaining project files, tracking contracts and insurance documents, processing certified payroll reports, and supporting billing and compliance efforts across multiple active projects.

If youre someone who takes ownership of the details, communicates well with field and office staff, and keeps things moving behind the scenes, we want to hear from you.

Why Join Us?

Innovation Consulting LLC, you will play a crucial role in driving our commitment to emotional intelligence, efficiency, and innovation, ensuring that we deliver positive outcomes for our clients and the communities we serve. We are committed to fostering a diverse and inclusive workplace where everyone feels valued, respected, and empowered to bring their unique perspectives to the table.

Key Responsibilities :

  • Project Documentation & File Management
  • Create and maintain organized project files for multiple active jobs, both physical and electronic.
  • Maintain copies of all contracts, purchase orders, change orders, and related project documentation.
  • Organize and complete all filing of project paperwork in a timely and accurate manner.
  • Maintain and update the purchase order / contract log for assigned projects.
  • Subcontractor & Vendor Coordination
  • Ensure all subcontractors have current insurance certificates (COIs) and proper documentation on file to meet contract compliance requirements.
  • Gather and track close-out documents and final compliance materials from subcontractors.
  • Establish and maintain clear, professional communication with subcontractors and vendors throughout each project lifecycle.
  • Billing & Payment Processing
  • Process bi-weekly and monthly subcontractor draw requests and submit for payment.
  • Review and process all supplier invoices on a weekly basis, ensuring accurate cost coding.
  • Send copies of all signed contracts, purchase orders, and change orders to the Field Superintendent as required.
  • Reporting & Compliance
  • Prepare and distribute various monthly project reports as requested.
  • Complete Certified Payroll Reporting in compliance with applicable labor standards and public works requirements.

Work Model :

  • In-office at the location of your choice between Sacramento, Oakland and San Francisco.
  • 6-month contract with immediate conversion to direct hire with our client upon completion.

    • What We Are Looking For :

  • Education & Experience
  • 2+ years of experience in a construction, crane / hoisting, or related subcontractor environment in an administrative, project coordination, or office support role.
  • High school diploma or GED required; associates or bachelors degree in business, construction management, or a related field is a plus.
  • Prior experience supporting field superintendents or project managers preferred.
  • Technical Skills
  • Proficient with Microsoft Office Suite (Word, Excel, Outlook) and document management systems.
  • Experience with certified payroll systems and construction billing processes is highly desirable.
  • Familiarity with construction contracts, purchase orders, and compliance documentation (e.g., COIs, close-out documents).
  • Analytical & Organizational Skills
  • Strong attention to detail with the ability to accurately manage high volumes of documentation across multiple projects.
  • Solid judgment and organizational skills for maintaining contract logs, processing invoices, and tracking compliance items.
  • Ability to spot errors or discrepancies and proactively resolve them before they become issues.
  • Communication & Collaboration
  • Clear, professional communication skills with both internal team members and external partners.
  • Proven ability to coordinate with field staff, subcontractors, and vendors to meet deadlines and maintain compliance.
  • Comfortable working both independently and as part of a project team.

    • Compensation :

  • Salary Range : $28 - $35 per hour ($58,240 - $72,800 per year)
  • Contract duration : 6 month contract, then direct hire with our client.
  • Comprehensive benefits package including medical, dental, and vision, retirement plan, reimbursement account, PTO (Paid time Off) and discount plans.
  • No waiting period on benefits package.They are available immediately and accrual items begin accruing immediately.
  • Opportunities for professional development and career growth.
  • Supportive and collaborative work environment.

    • Medical, Dental and Vision :

  • Benefits are provided through Covered California, where you can choose from over 40 health plans that best fit your needs.
  • Our Health Reimbursement Account helps us cost-share the premiums with our employees
  • Premiums are mostly, or sometimes entirely covered by the Health Reimbursement Account, depending on the level of plan you select.
  • HRA (Health Reimbursement Account) can be used for covering costs of plan premiums as well as point-of-service costs and copays
  • Benefit amounts for 2025 :
  • Employee only : $6,600 ($550 per month)
  • Employee plus one : $10,320 ($860 per month)
  • Employee plus family : $14,040 ($1,170 per month)
  • All plans may carryover up to $5,000 to the next year

    • Retirement Savings Plan :

  • 401K program with safe-harbor company matching contributions dollar-for-dollar up to 6% of employee contributions.
  • 401K program custodian with a history of high-performing funds.
  • Discretionary supplemental match each year.

    • PTO (Paid Time Off)

  • Holidays : Paid holidays for full-time employees, averaging 11 days per year, following utility holiday schedules.
  • Sick time : 40 hours per year accrued on a bi-weekly basis, carryover allowed to next year.
  • Vacation pay : accrued on a bi-weekly basis, carryover allowed to the next year.
  • Vacation accrual details based on years of employment with our firm :
  • 0-2 years : 2 weeks or 80 hours per year
  • 3-4 years : 3 weeks or 120 hours per year
  • 5+ years : 4 weeks or 160 hours per year

    • Additional Benefits :

  • Discount program on memberships, hotels, travel, concerts electronics and other items.
  • No waiting period on benefits package.Benefits eligibility is available immediately and accrual items begin accruing immediately.
  • With our 401K program, you are 100% vested in all deposits from day one, no vesting period on your contributions or company contribution.
  • Opportunities for professional development and career growth.
  • Supportive and collaborative work environment.

    • At Innovation Consulting LLC, youll be part of a team that believes in building a better worldstarting with you. Were committed to creating an environment where you feel valued, supported, empowered, and inspired to bring your unique talents to the table, driving positive change for our clients and communities.

    Join us, and youll have the opportunity to grow with a company that values diversity, ethical leadership, and sustainability, all while making a real impact in the world through our innovative and inclusive culture.

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    Project Administrator • Sacramento, CA, US