Project Administrator

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.

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 s 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.

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…