Senior Manager, Project Administration & Contracts

Who We Are

VEC is a leading construction technology services provider at the forefront of innovation in the construction industry, delivering cutting-edge technology solutions that improve how construction projects are planned, designed, and built. Our mission is to challenge the status quo and reshape the built world so humanity can thrive sustainably.

We partner with contractors, engineers, and developers/owners across the United States and deploy our team of construction and technology professionals across large, complex projects in sectors including Data Centers, Healthcare, Life Sciences, Technology, Education, Transportation, Aviation, Commercial Office Space, and Public Works.

We value our VECommunity, continuous improvement, and helping the best build better.

• Goodness: Be ethical and do right by yourself, your teammates, and our partners
• Extreme Ownership: We take responsibility and deliver results
• Curiosity: We continuously seek better solutions
• Better Together: Collaboration drives stronger outcomes
• Balance: We support sustainable, long-term success for our people

This is a hands-on senior role for someone who has carried out this work before: built the process, knew the system, and trained the team. You will improve and build upon our existing system, not just maintain it.

You will inherit a lean, well-documented process library and a functional team. Your job is not to invent from scratch. It is to take what works, make it better, and rebuild it for a more complex ERP environment we are currently implementing. You will initially manage a team of seven Project Administrators (PA), including three PA Leads, and your team and role will continue to grow based on business needs.

You will own billing integrity review, serve as the functional voice from business operations to the integrations engineer, and ensure the new system is built to support our administration and operational workflows.

This is not a hands-off oversight role. If you have been the person who actually knew the system, trained the team, caught the billing gap, and fixed the workflow, and you are looking for the next environment to do it in, we want to talk!

• Department: Finance & Administration
• Reports To: VP of Finance & Administration
• Direct Reports: 3 PA Leads, 4 Project Administrators (indirect)
• Primary
  
  Work Location:
  
  Either at VEC HQ in San Francisco or our East Bay office in Tracy, CA
• Employment Type: Full-Time Senior Manager; 4 days/week in the office(s), 1 day remote if desired
• Experience: Proven ownership of ERP migration, project administration, billing reconciliation, and staff performance and management (see Required)

ERP Transition:
Operational Implementation

• Absorb and master our existing process library (Click Up-based SOPs and work instructions) within your first 30 days
• Partner with the integrations engineer to communicate how our workflows must be reflected in the new system: project setup, billing terms, change orders, COI compliance, rate tables, labor categories, revenue recognition logic
• Validate that configuration decisions match operational reality before they are built; flag gaps or misalignments early
• Ensure the new ERP preserves and improves the operational sophistication currently built into Kantata, including multi-phase project structures, billing term configuration at the project level, rate table management, custom field logic, and revenue recognition rules
• Design and build ERP-native SOPs and work instructions tied to actual system screens, fields, and sequences, not conceptual process descriptions
• Own end-user training for PA leads on all new system processes

• Conduct monthly review of billable fees versus invoiced amounts across the project portfolio
• Identify and root-cause billing gaps: PA execution issues, missing or incorrect data entry, workflow breakdown, or Project Manager (PM) non-compliance
• Distinguish between what requires training, what requires a process or SOP change, and what requires PM escalation
• Report findings to VP with clear pattern analysis and recommended corrective action

• Directly manage…