Project Administration Coordinator

What we offer:

• Health, Life, Dental and Vision Insurance
• Employee Assistant Program
• Flex Spending (FSA) (Cafeteria Plan) and HSA
• 401(k) Plan – Matching up to 3%
• Employee Stock Purchase Plan
• Profit Sharing Plan
• Paid Time Off (PTO), Parental Leave, Paid Pregnancy Medical Leave
• Paid Holidays
• Tuition Reimbursement
• Annual Discretionary Bonus
• Employer Paid Life Insurance
• Gym membership reimbursement

Western States Fire Protection is looking for a detail-driven and proactive Project Administrative Coordinator to support our hyperscale and large data center projects. This position works directly with project managers and field teams to handle all administrative, compliance, and documentation responsibilities that keep these high-profile projects running efficiently. You’ll be the go-to person for ensuring our project records, reports, and submissions stay organized, compliant, and up to date.

• Partner with project managers to handle daily administrative duties across multiple data center projects.
• Coordinate all badging, background checks, drug screenings, and onboarding activities for employees and subcontractors.
• Track and maintain all required employee certifications to ensure compliance with project and safety requirements.
• Schedule and process orientation requests for field teams starting or finishing on job sites.

• Manage and upload material lien waivers, ensuring vendors and suppliers are current and accurate each week.
• Assist with certified payroll reporting and submission for large-scale projects.
• Maintain compliance with general contractor portals, including daily report uploads, safety documentation (Safe Starts, equipment inspections, etc.), and other required records.
• Support project managers with weekly schedule updates and one-week look-ahead uploads.
• Manage project invoicing and ensure timely billing and collections.
• Work with accounting and project managers to track payments and resolve billing discrepancies.

• Enter project data accurately and maintain organized records across multiple systems.
• Audit documentation to confirm that all project uploads and reports meet GC and company standards.

• Administrative or project coordination roles in construction or contracting industry preferred but not required.
• Strong organizational skills and exceptional attention to detail.
• Ability to handle multiple priorities and deadlines in a fast-paced environment.
• Proficiency in Microsoft Office (Excel, Word, Outlook); experience with GC portals such as Textura, Procore, GCPay, or similar systems a plus.
• Excellent written and verbal communication skills.
• A proactive mindset with the ability to work both independently and as part of a team.

All qualified applicants with Western States Fire Protection Company will receive consideration for employment without regard to race, color, religion, sex, sexual orientation and gender identity, national origin or status as a qualified individual with a disability or protected veteran.

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We are an equal opportunity employer.
Qualified minorities, women, veterans and individuals with disabilities are encouraged to apply.

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