Project Administrator

Who We Are

VEC is a leading construction technology services provider that is at the forefront of innovation in the construction industry, delivering cutting-edge technology solutions that revolutionize the way construction projects are designed and built. Our Mission is to challenge the status quo and reshape the way we plan, design, and construct the built world so Humanity can thrive sustainably. We partner with contractors, engineers, and developers/owners across the US and deploy our team of construction and technology professionals to improve project delivery. We support large projects across many sectors of the industry: Data Centers, Healthcare, Life Sciences, Tech, Education, Transportation, Aviation, Commercial Office Space, and Public Works. We love what we do, our VECommunity, and helping the best build better.

Overview

Every project we deliver at VEC-US runs on a strong administrative backbone: clean setup, accurate billing, the right paperwork in the right place, and a PM who always knows where their project stands financially. The Project Administrator is that backbone for a portfolio of projects, from the day a contract lands through the final invoice at closeout. This is a full-time hourly role based in the Tracy, CA (CV2) office, reporting to the Project Admin Lead, with a pay range of $26 to $32 per hour depending on experience.

The Project Administrator works side by side with Project Managers and the Operations team and is the person they count on for the details: what the contract actually says, what the client needs on every invoice, and what is still waiting on a signature. The Project Admin Lead reviews work before it goes to clients or accounting, so there is real support while learning our systems and plenty of room to take on more with experience.

Key Responsibilities

Project Setup & Kickoff

• Set up new projects in Kantata, including tasks, rate cards, and contract items matched to the billing type, so billing and reporting run cleanly from day one.
• Read contracts and project documents to pull out what matters: billing requirements, payment terms, insurance, retainage, and client-specific rules.
• Brief the PM and project team at kickoff so everyone knows the client's requirements before work starts.

Billing & Invoicing

• Prepare monthly billing ahead of each project's deadline, with T&M billing early in the month and Lump Sum billing mid-month.
• Build Lump Sum invoices from PM-confirmed percent complete, and T&M invoices from verified rates and PM-approved time.
• Review time entries for accurate notes, tasks, and billable status before anything goes out the door.
• Monitor project financial health (fees earned versus billed) and flag missing billing or work that needs a change order.
• Follow up on outstanding invoices and send clients the payment documentation they need to process payment.

Contracts, Change Orders & Compliance

• Coordinate contract review, flag risk terms for the right people, and track agreements through client execution.
• Request NET 30 payment terms as our standard position.
• Track change orders from request through client approval and billing.
• Process preliminary notices (preliens) and update them as contract value changes.
• Manage certificates of insurance and workers' compensation documentation to each project's requirements.

PM & Client Support

• Lead recurring check-ins with PMs on contracts, invoices, and project financials.
• Send recurring project reports so clients always have a clear view of progress.
• Request documents and information from clients and outside parties.
• Coordinate and schedule site visits.
• Attend project meetings and take clear, complete minutes.

Documentation & Standards

• Choose the right template for each project document and apply VEC formatting standards.
• Keep project files organized and current in Google Drive and ClickUp.
• Protect data accuracy across our project management and financial systems.
• Be a go-to resource on company protocols, and bring process gaps or recurring issues to your Lead. We genuinely want your ideas for doing things better.

A Month in the Role

• Early month: T&M billing, the 1st through the 5th.
• Mid-month: Lump Sum billing, the 15th through the 20th.
• All month: time entry reviews, change order tracking, AR follow-up, client reports, and project audits that keep your portfolio clean.

Software & Technical Proficiency

Proficiency needed in the following tools:

• Kantata (formerly Mavenlink) for project setup, billing, and financial tracking, or a comparable project accounting platform.
• Excel and Google Sheets for tracking, reconciliation, and reporting.
• Word, PowerPoint, and Google Workspace for project documentation and templates.
• ClickUp and Slack for task tracking and day-to-day team communication.

Who You Are

Required Skills & Experience

• 1+ years of experience in the construction industry, whether in the office, on a project team, or on site. You know how a job runs and speak the language.
• Ability to read a contract and spot what matters for billing and compliance. We will teach you what to look for.
• Comfort juggling multiple projects and deadlines without letting anything slip.
• Strong skills in Excel, Word, PowerPoint, and Google Workspace.
• Clear, professional communication with clients, vendors, and teammates by phone, email, and Slack.

Preferred Qualifications

• 1+ years in project administration, project coordination, or operations administration.
• Experience with Kantata (Mavenlink) or another project management or project accounting platform, plus tools like ClickUp and Slack.
• Background in AEC, engineering, or BIM/VDC coordination.
• Exposure to construction billing, change orders, lien notices, or certificates of insurance.
• Comfort using AI tools like Claude or Gemini to work smarter, whether that is drafting emails, summarizing contracts, or cleaning up a spreadsheet. You are curious about new ways to save time, and you still double-check the output before it goes anywhere.

Soft Skills Required

• A sharp eye for detail. You catch the typo, the wrong rate, and the missing signature, and you care about getting it right the first time.
• Confidence working independently, paired with the habit of keeping your team in the loop.
• Curiosity to research answers on your own and learn our services well enough to explain them.
• Integrity and a team-first attitude. You show up for your coworkers and help shape a culture people want to be part of.

Hard Skills Required

• Working knowledge of project billing, including T&M and Lump Sum invoicing and percent complete.
• Ability to maintain accurate data across project management and financial systems.
• Familiarity with construction documentation such as contracts, change orders, certificates of insurance, and preliminary notices.
• Working proficiency across Kantata, Excel, Word, PowerPoint, Google Workspace, ClickUp, and Slack (see Software & Technical Proficiency above).

VEC is an Equal Employment Opportunity Employer. In accordance with federal and state laws, VEC does not discriminate in employment because of race, color, religion, sex, national origin, age, physical and mental disability, marital status, pregnancy, childbirth, breastfeeding or related condition, ancestry, medical condition (associated with cancer, a history of cancer, or genetic characteristics), veteran or military status, sexual orientation, gender, gender identity or gender expression, HIV/AIDS status, genetic information, or any other characteristic protected by law