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Project Administrator

Job DescriptionJob DescriptionWho 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.

About the Job

The Project Administrator at VEC plays a key role in supporting project delivery through organized documentation, communication, and process coordination. This role manages administrative and financial project tasks such as tracking budgets, maintaining schedules, processing invoices and change orders, and ensuring compliance with company procedures. The Project Administrator serves as a liaison between project managers, clients, and internal departments—facilitating clear information flow, maintaining accurate records in project tracking software, and ensuring deadlines and deliverables are met. Strong attention to detail, communication, and organization are essential for success in this role.

Responsibilities

  • Set up projects in company software, tracking spreadsheets, and file storage
  • Understand time entries, adjusting notes, tasks, time entries on projects, and review to ensure accuracy.
  • Invoice projects per project billing deadline.Ensure billing gets approved by PM before the billing deadline.
  • Follow up on all outstanding invoices directly with client's accounting department. Provide all paperwork needed to receive payments.
  • Able to assist Project Managers, Technicians and Specialists in making decisions by providing accurate data in reports.
  • Identify project financial health based on review of Fees Earned to date VS Billed to date. Result- Identify potential need of contract increase (change order) and missing billing.
  • Lead regular meetings with PMs to discuss project contracts, invoices, and other potential issues and discuss action items to solve before they become issues
  • Follow up on contract, send contract for review to legal rep. Request adjustment of payment terms to NET 30. Request scope, contract amount, change order review by PM. Send redlines to client for approval.
  • Send reports as requested (weekly, biweekly, etc) to clients tracking fees earned to ensure project transparency

Requirements

  • Administrative experience in the construction, or a related technical industry
  • Strong command of Microsoft Office Suite and/or Google Suite (Excel, Word, etc.)
  • Familiarity with project/task management platforms (e.g., Asana, Monday.com, Smartsheet, Procore, ClickUp, or similar)
  • Strong written and verbal communication; able to interface confidently with internal teams and external clients.
  • Demonstrated problem-solving and adaptability in changing project conditions.

Work Environment: Hybrid - Ability to commute to Tracy, CA is a plus

Compensation Range: $24-$27 an hour

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