{"id":4124917,"url":"https://alion.io/job/vec-project-administrator","title":"Project Administrator","company":{"id":4375406,"name":"VEC","domain":"vec-us.com","url":"https://alion.io/company/vec-2","size_band":"201-500","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"JobScore","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":"full_time","work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"board_field","remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["United States"],"countries":["US"],"hiring_countries":["US"],"hiring_countries_total":1,"salary":{"min":26,"max":32,"currency":"USD","period":"hour","gross":null,"usd_annual":64000},"salary_estimate":null,"experience_years_min":1,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"ClickUp","optional":false},{"name":"Google Drive","optional":false},{"name":"Google Sheets","optional":false},{"name":"Google Workspace","optional":false},{"name":"Slack","optional":false},{"name":"Claude","optional":true},{"name":"Gemini","optional":true}],"status":"live","first_seen_at":"2026-09-28T22:09:13Z","employer_posted_date":"2026-10-05","last_verified_at":"2026-11-12T01:16:45Z","board_verified":true,"closed_at":null,"days_open":44,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":44},"description":"Who We Are\nVEC 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.\nOverview\nEvery 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 at closeout. This 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.\nThe 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.\nKey Responsibilities\nProject Setup & Kickoff\nSet 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.\nRead contracts and project documents to pull out what matters: billing requirements, payment terms, insurance, retainage, and client-specific rules.\nBrief the PM and project team at kickoff so everyone knows the client's requirements before work starts.\nBilling & Invoicing\nPrepare monthly billing ahead of each project's deadline, with T&M billing early in the month and Lump Sum billing mid-month.\nBuild Lump Sum invoices from PM-confirmed percent complete, and T&M invoices from verified rates and PM-approved time.\nReview time entries for accurate notes, tasks, and billable status before anything goes out the door.\nMonitor project financial health (fees earned versus billed) and flag missing billing or work that needs a change order.\nFollow up on outstanding invoices and send clients the payment documentation they need to process payment.\nContracts, Change Orders & Compliance\nCoordinate contract review, flag risk terms for the right people, and track agreements through client execution.\nRequest NET 30 payment terms as our standard position.\nTrack change orders from request through client approval and billing.\nProcess preliminary notices (preliens) and update them as contract value changes.\nManage certificates of insurance and workers' compensation documentation to each project's requirements.\nPM & Client Support\nLead recurring check-ins with PMs on contracts, invoices, and project financials.\nSend recurring project reports so clients always have a clear view of progress.\nRequest documents and information from clients and outside parties.\nCoordinate and schedule site visits.\nAttend project meetings and take clear, complete minutes.\nDocumentation & Standards\nChoose the right template for each project document and apply VEC formatting standards.\nKeep project files organized and current in Google Drive and ClickUp.\nProtect data accuracy across our project management and financial systems.\nBe a go-to resource on company protocols, and bring process gaps or recurring issues to your Lead. We genuinely want your ideas for doing things better.\nA Month in the Role\nEarly month: T&M billing, the 1st through the 5th.\nMid-month: Lump Sum billing, the 15th through the 20th.\nAll month: time entry reviews, change order tracking, AR follow-up, client reports, and project audits that keep your portfolio clean.\nSoftware & Technical Proficiency\nProficiency needed in the following tools:\nKantata (formerly Mavenlink) for project setup, billing, and financial tracking, or a comparable project accounting platform.\nExcel and Google Sheets for tracking, reconciliation, and reporting.\nWord, PowerPoint, and Google Workspace for project documentation and templates.\nClickUp and Slack for task tracking and day-to-day team communication.\nWho You Are\nRequired Skills & Experience\n1+ years of experience in the construction industry, whether in the office, on a project team, or on site. You know how a job runs and speak the language.\nAbility to read a contract and spot what matters for billing and compliance. We will teach you what to look for.\nComfort juggling multiple projects and deadlines without letting anything slip.\nStrong skills in Excel, Word, PowerPoint, and Google Workspace.\nClear, professional communication with clients, vendors, and teammates by phone, email, and Slack.\nPreferred Qualifications\n1+ years in project administration, project coordination, or operations administration.\nExperience with Kantata (Mavenlink) or another project management or project accounting platform, plus tools like ClickUp and Slack.\nBackground in AEC, engineering, or BIM/VDC coordination.\nExposure to construction billing, change orders, lien notices, or certificates of insurance.\nComfort using AI tools like Claude or Gemini to work smarter, whether that is drafting emails, summarizing contracts, or cleaning up a spreadsheet. You are curious about new ways to save time, and you still double-check the output before it goes anywhere.\nSoft Skills Required\nA sharp eye for detail. You catch the typo, the wrong rate, and the missing signature, and you care about getting it right the first time.\nConfidence working independently, paired with the habit of keeping your team in the loop.\nCuriosity to research answers on your own and learn our services well enough to explain them.\nIntegrity and a team-first attitude. You show up for your coworkers and help shape a culture people want to be part of.\nHard Skills Required\nWorking knowledge of project billing, including T&M and Lump Sum invoicing and percent complete.\nAbility to maintain accurate data across project management and financial systems.\nFamiliarity with construction documentation such as contracts, change orders, certificates of insurance, and preliminary notices.\nWorking proficiency across Kantata, Excel, Word, PowerPoint, Google Workspace, ClickUp, and Slack (see Software & Technical Proficiency above).\nVEC is an Equal Employment Opportunity Employer. In accordance with federal and state laws, VEC does not discriminate in employment because of race, color, religion, sex, national origin, age, physical and mental disability, marital status, pregnancy, childbirth, breastfeeding or related condition, ancestry, medical condition (associated with cancer, a history of cancer, or genetic characteristics), veteran or military status, sexual orientation, gender, gender identity or gender expression, HIV/AIDS status, genetic information, or any other characteristic protected by law","description_format":"text","description_chars":7486,"description_truncated":false,"requirements":{"experience_years_min":1,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[{"name":"United States","iso":"US","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["CAD, PLM & BIM Software","Construction"],"lifecycle":[{"event":"open","at":"2026-11-12T01:16:45Z"}],"visa":[],"liveness":{"score":31,"band":"fade","label":"Fading","p_open":1,"p_active":0.706,"p_room":0.44,"age_days":44,"expected_fill_days":30,"reasons":["conf:3","win:tail","crowd:junior"],"computed_at":"2026-11-12T05:13:07Z"},"pay":{"stated_usd_annual":64000,"is_top_pay":true},"html_url":"https://alion.io/job/vec-project-administrator","json_url":"https://alion.io/job/vec-project-administrator.json","meta":{"generated_at":"2026-11-12T05:13:07Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":11453,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-13T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.1,"usd":0.01,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":4375406},"rest":"https://alion.io/mcp/rest/get_company?id=4375406"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fvec-project-administrator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":2,"usd":0.2},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fvec-project-administrator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.1,"usd":0.01},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fvec-project-administrator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/vec-project-administrator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fvec-project-administrator"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":4124917}},{"tool":"search_jobs","arguments":{"company":"vec-us.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":4124917},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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