Construction Project Administrator

CONSTRUCTION PROJECT ADMINISTRATOR

We are a design-build commercial construction company experiencing exciting growth across the Western United States. We are looking for a driven, detail-oriented, and eager-to-learn Construction Project Administrator to join our team.

At Integrated Builders Group (IBG), two of our core values are ensuring our clients leave every project thrilled and fulfilled—and we're equally committed to creating a workplace that brings that same energy to our team. We take pride in producing high-quality work, being our authentic (and sometimes quirky) selves, and having a ton of fun while doing it. We hope you will, too.

The Opportunity

We have an immediate opening for a Construction Project Administrator at our El Dorado Hills, CA, headquarters. This is a high-impact, multi-hat role that keeps both our projects and office running smoothly. If you thrive in fast-paced environments, enjoy variety in your day, and love being the go-to person who makes things happen, you'll fit right in.

You're a great fit if:

• You're highly organized, proactive, dependable, and ready to jump in to make things happen. Experience in construction is a big plus.
• You are a natural relationship-builder, a clear and confident communicator, and someone who brings integrity, accountability, and positive energy to the team.

At IBG, we're collaborative, flexible, and always pushing to do better—for our clients and for each other. If that sounds like your kind of team, keep reading.

What We're Looking For

• At least 5 years of project administration experience (some construction experience required)
• Intermediate/advanced skillset in Adobe PDF and Microsoft Office Suite
• Bonus: experience with Procore
• Excellent communication skills: verbal, written, and listening.
• Highly resourceful, with a proactive approach to solving discrepancies and resolving issues.
• Exceptionally organized, process-driven, and detail-oriented, with the ability to manage multiple priorities and consistently meet deadlines.

What You'll Be Responsible For

Project Administration

• Set up new projects in Procore Construction Software, manage project forms and tracking logs, and obtain required city and county business licenses.
• Manage full-cycle subcontractor administration across multiple high-volume projects, including contract issuance, compliance documentation, insurance and lien release tracking (including tiered subcontractors), change order processing, commitment tracking, invoice processing, and project financial and administrative closeout.
• Ensure client insurance requirements are met by working closely with brokers on compliance.
• Provide general administrative support to the Operations department and field personnel.

Project Accounts Payable & Project Billing

• Review subcontractor progress, retention billings, and manage the approval workflow.
• Process accounts payable within a cost-plus framework.
• Manage subcontractor retention and closeout reconciliation.
• Approve project expense reports.
• Manage bi-monthly project billings for multiple projects and clients, including month-end pay applications.
• Oversee project direct cost, travel expense, and credit card management.

General Administration & Facilities

• Oversee building operations: Serve as the primary liaison with property management, coordinate HQ maintenance, oversee janitorial services, administer office security systems (alarms, fobs, permissions, usage), and handle general office supplies.
• Oversee vendor relationships and service contracts for office printer, postage system, and mailing services (FedEx, Pitney Bowes); handle daily incoming mail.
• Administer company accounts such as Verizon (Jetpacks/modems) and National/Enterprise rental car accounts, including activations, deactivations, and usage oversight.
• Coordinate field staff training programs, including OSHA 30, First Aid/CPR, and Bloodborne Pathogens certifications.

Your Impact

You'll be the behind-the-scenes powerhouse who keeps everything running like a well-oiled machine. From managing projects to wrangling subcontractor docs and processing invoices to coordinating safety training and making sure our HQ stays in top shape—you'll be everywhere (in the best way).

You'll manage vendor relationships, handle office logistics, and ensure that the little (but important) things don't fall through the cracks, keeping both the jobsite and our headquarters on track.

If staying cool under pressure is your superpower and you're looking for a place to grow, thrive, and truly contribute, IBG might be the perfect fit. We're proud of our culture, excited about our future, and looking for someone ready to help us build something amazing together.

Compensation & Benefits

The salary range for this position is $65,000 - $72,000, dependent on the candidate's experience and qualifications.

Along with a highly competitive salary, we provide comprehensive health, dental, and vision coverage, a robust 401(k) plan, profit-sharing opportunities, and ongoing professional development support and growth opportunities.

Please Note: Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time including a F1 student Visa.

INTEGRATED BUILDERS GROUP is an equal opportunity employer.