Construction Project Administrator in Sausalito

Job DescriptionJob Description Project Administrator – Endora Builders Position Summary The Project Administrator supports Project Managers by coordinating project documentation, scheduling, procurement, permitting, and client communications. This role ensures projects remain organized, on schedule, and properly documented from pre-construction through closeout. Key Responsibilities Project Administration Set up new projects and maintain project files. Organize contracts, change orders, RFIs, submittals, and meeting notes. Track project milestones and deadlines. Maintain drawing logs and revision history. Prepare weekly project status reports. Permitting & Inspections Track permit status and inspection schedules. Coordinate with city agencies and inspectors. Maintain permit documentation. Follow up on corrections and approvals. Procurement Track material selections and approvals. Prepare purchase orders. Coordinate deliveries with vendors. Monitor lead times and notify PMs of potential delays. Financial Support Prepare subcontract agreements. Track change orders. Assist with progress billing. Collect vendor invoices. Monitor budget updates. Scheduling Coordinate subcontractor schedules. Schedule deliveries and inspections. Maintain project calendars. Update look-ahead schedules. Communication Prepare meeting agendas and minutes. Follow up on action items. Communicate with clients, architects, engineers, and subcontractors. Draft professional emails and project correspondence. Project Closeout Assemble closeout packages. Track punch list completion. Collect warranties and manuals. Prepare final turnover documents. Software Experience Procore Microsoft Office (Excel, Word, Outlook) Google Workspace Bluebeam Revu Adobe Acrobat QuickBooks () DocuSign Qualifications 2–5 years in construction administration Strong organizational skills Excellent written and verbal communication Ability to manage multiple projects simultaneously Detail-oriented Knowledge of construction terminology and documentation Experience with residential and commercial construction Knowledge RFIs Submittals Change Orders Purchase Orders Building permits Inspection process Construction scheduling Reading architectural drawings Key Performance Indicators (KPIs) Change Orders processed within 48 hours RFIs logged and tracked within 24 hours Material procurement completed before required dates Weekly project reports issued on time Zero missing project documentation Accurate permit and inspection tracking Timely invoice processing Typical Daily Tasks Check project emails Update project schedules Track outstanding RFIs and submittals Follow up on vendors and material deliveries Coordinate inspections Prepare meeting minutes Update budgets and change order logs Assist Project Managers with client communication Organize project documentation Ideal Candidate Someone who is: Extremely organized Proactive rather than reactive Comfortable communicating with clients and subcontractors Able to prioritize multiple projects Calm under pressure Detail-focused without losing sight of project deadlines #J-18808-Ljbffr Energy Jobline ZR