Innovation Consulting
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. You will 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 you are 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? At 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 bachelor's degree in business, construction management, or a related field is a plus. Prior experience supporting field superintendents or project managers is 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. Benefits include medical, dental, vision, retirement plan, reimbursement account, PTO, and discount plans. Benefits are available immediately, with no waiting period, and accrual begins immediately. Opportunities for professional development and career growth. Supportive and collaborative work environment. Medical, Dental and Vision : Benefits are provided through Covered California, with over 40 health plans to choose from. Our Health Reimbursement Account helps cover premiums and other health-related costs. Premiums are mostly or entirely covered depending on the plan selected. The HRA can be used for premiums, point-of-service costs, and copays. Benefit amounts for 2025 include: Employee only : $6,600 ($550/month) Employee plus one : $10,320 ($860/month) Employee plus family : $14,040 ($1,170/month) Plans may carry over up to $5,000 to the next year. Retirement Savings Plan : 401K with safe-harbor company matching contributions dollar-for-dollar up to 6% of employee contributions. High-performing funds and discretionary annual matching are available. PTO (Paid Time Off): Holidays: Paid holidays, averaging 11 days/year, following utility holiday schedules. Sick leave: 40 hours/year, accrued bi-weekly, with carryover allowed. Vacation: Accrued bi-weekly, with accrual based on years of employment (2-4 weeks depending on tenure), with carryover allowed. Additional Benefits : Discount program on memberships, hotels, travel, and more. No waiting period; benefits start immediately and are fully vested from day one. Opportunities for professional development and career growth. Supportive and inclusive work environment. At Innovation Consulting LLC, we believe in building a better world starting with you. Join us to grow professionally while making a positive impact through our culture of diversity, ethical leadership, and sustainability.
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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. You will 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 you are 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? At 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 bachelor's degree in business, construction management, or a related field is a plus. Prior experience supporting field superintendents or project managers is 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. Benefits include medical, dental, vision, retirement plan, reimbursement account, PTO, and discount plans. Benefits are available immediately, with no waiting period, and accrual begins immediately. Opportunities for professional development and career growth. Supportive and collaborative work environment. Medical, Dental and Vision : Benefits are provided through Covered California, with over 40 health plans to choose from. Our Health Reimbursement Account helps cover premiums and other health-related costs. Premiums are mostly or entirely covered depending on the plan selected. The HRA can be used for premiums, point-of-service costs, and copays. Benefit amounts for 2025 include: Employee only : $6,600 ($550/month) Employee plus one : $10,320 ($860/month) Employee plus family : $14,040 ($1,170/month) Plans may carry over up to $5,000 to the next year. Retirement Savings Plan : 401K with safe-harbor company matching contributions dollar-for-dollar up to 6% of employee contributions. High-performing funds and discretionary annual matching are available. PTO (Paid Time Off): Holidays: Paid holidays, averaging 11 days/year, following utility holiday schedules. Sick leave: 40 hours/year, accrued bi-weekly, with carryover allowed. Vacation: Accrued bi-weekly, with accrual based on years of employment (2-4 weeks depending on tenure), with carryover allowed. Additional Benefits : Discount program on memberships, hotels, travel, and more. No waiting period; benefits start immediately and are fully vested from day one. Opportunities for professional development and career growth. Supportive and inclusive work environment. At Innovation Consulting LLC, we believe in building a better world starting with you. Join us to grow professionally while making a positive impact through our culture of diversity, ethical leadership, and sustainability.
#J-18808-Ljbffr