Construction Project Administrator - 26100701

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.