The Project Administrator plays a critical role in supporting project teams by managing administrative functions and ensuring smooth operations throughout the project lifecycle. This position requires exceptional attention to detail, strong organizational abilities, and excellent communication skills. The ideal candidate thrives in a fast-paced environment, adapts quickly to shifting priorities, and proactively contributes to improving workflows.

Key Qualifications (Must-Haves):
3–5 years of experience in project administration, preferably in the construction industry

Strong working knowledge of Microsoft Office Suite, especially Excel

Familiarity with project management software; experience with Vista by Viewpoint and HCSS is a plus

Excellent verbal and written communication skills

Understanding of California lien law, Preliminary Notices, and Lien Releases is a plus

Construction terminology knowledge is highly desirable

Core Responsibilities:
Timekeeping & Payroll:
Review and verify daily timecards for accuracy; ensure timely approval and coding by the project team

Approve timecards in the system for payroll processing

Project Documentation & Billing:
Maintain up-to-date and accurate project information in Vista

Collaborate with the project team during project setup to ensure billing formats align with customer invoicing requirements

Prepare billing packages using Vista and required customer schedules; compile and submit pay applications with all necessary documentation

Post billings and coordinate with Accounts Receivable to ensure accurate payment postings

Collections & Reporting:
Follow up with clients for outstanding payments and update the weekly Aging Report

Generate and distribute certified payroll reports, union documentation, and other monthly project deliverables

Accounts Payable Support:
Coordinate invoice workflow with AP; route invoices to the appropriate team member for review

Assist with invoice coding as needed for final project manager approval

Subcontractor Coordination:
Collect and archive sub-tier lien releases monthly

Verify subcontractor quantities and payment amounts with the project team

Notify appropriate departments when subcontractor payments are ready pending compliance verification

Administrative & Reporting Support:
Generate reports for project teams and area managers as needed

Prepare submittal packages, correspondence, and other project-related mailings

Support data entry tasks in Vista as required

Process Improvement & Cross-Functional Collaboration:
Collaborate with Shared Services to identify opportunities for process enhancements and data streamlining

Assist in pricing extra work tickets for change order processing

General Support:
Order project materials, supplies, and assist with expense reporting

Participate in area meetings and monthly WIP (Work in Progress) reviews; bring AR and billing reports for discussion

Perform other related administrative duties as assigned

Additional Information:
This role is highly collaborative and requires working closely with multiple departments, including payroll, accounts payable/receivable, and project management

A proactive and resourceful attitude, along with the ability to meet tight deadlines, is essential for success












Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here:
https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.
https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.