Electrical Contractor Project Administrator
Rocklin, CA
Full Time
Mid Level
Company Overview:
All Systems Electrical (ASE) is a leader in turnkey integration of electrical control systems and a solutions provider to the industrial automation industry. Having been awarded complex and mission-critical projects with some of the largest and most iconic brands in the world, ASE is committed to excellence and dedicated to building lasting relationships by providing quality products and dependable service.
Position Overview:
The Project Administrator supports ASE electrical project teams by performing daily administrative and financial project functions. This role is responsible for maintaining accurate project documentation, tracking job costs, and coordinating with Project Managers, Estimators, Foremen, vendors, and field personnel to ensure projects remain organized, compliant, and financially accurate.
The position has a strong focus on job cost tracking, budget monitoring, and reporting project performance. The Project Administrator must be organized, detail-oriented, and capable of working independently while managing multiple concurrent projects.
Essential Duties and Responsibilities (but not limited to):
o Work independently to support ASE projects and project teams.
Project Setup & Administration
o Set up and maintain project folders and job files.
o Create Project Information Sheets.
o Set up projects in QuickBooks and Active Project Sheets.
o Coordinate with Estimators and Project Managers to develop and maintain project budgets.
o Obtain, organize, and maintain drawings and required project documentation.
Financial & Job Cost Management
o Track project spending and ensure job cost accuracy.
o Run job cost reports and review against project budgets.
o Maintain Work In Process (WIP) spreadsheets.
o Update project billing forecasts.
o Run Job Cost Summary reports for all projects and sort by Project Manager and service region on a monthly basis.
Billing & Reporting
o Track project billings and create billing worksheets.
o Assist with project and service billing on Fridays and during Project Manager vacations.
o Update Active Project Sheets with weekly Project Manager updates, billing, and subcontractor details.
Time, Expense & Inventory Tracking
o Review timecard coding and assist Project Managers with timecard approvals.
o Review and approve employee expense reports.
o Track project tooling and materials leaving and returning to the shop, including inventory balances.
Equipment, Travel & Logistics
o Manage equipment rentals by coordinating with Project Managers, scheduling rental orders, monitoring usage, and calling off rentals when no longer required.
o Approve rental invoices.
o Coordinate and book flight travel for field employees.
Compliance & Field Support
o Track daily safety forms and follow through on field safety requests.
o Track field employee training and licensing status.
o Assist with contract administration and change order processing with customers and subcontractors.
Qualifications and Experience:
● Construction industry experience required.
● Strong analytical and organizational skills.
● Advanced proficiency in Microsoft Word and Excel.
● Strong verbal and written communication skills.
● Organized, detail-oriented, and efficient with time management.
● Self-starter with the ability to prioritize and manage workload independently.
● Willingness to learn ASE processes and industry standards.
● Ability to obtain required information from others and follow through to completion.
Job Requirements:
● Full-time, 40-hour work week position.
● Regular attendance and punctuality to assigned schedule.
● Ability to manage multiple, concurrent projects.
● Ability to work independently and as part of a team.
● Ability to meet deadlines in a fast-paced environment.
● Ability to use a computer, smartphone, or tablet for work-related communication.
Working Conditions:
● Primarily office-based position with interaction with field operations.
● Extended periods of computer work required.
● Occasional after-hours support may be required based on project needs.
Physical and Mental Requirements:
● Ability to sit or work at a desk for extended periods.
● Ability to perform detailed, data-driven work with a high level of accuracy.
● Ability to handle deadline-driven and occasionally high-pressure work environments.
● Ability to maintain focus while managing multiple priorities.
Benefits:
● Competitive wages (based on experience level).
● Paid Vacation and Sick Leave.
● Medical and Dental health insurance.
● Life and long-term disability insurance.
● 401(k) retirement plan.
All Systems Electrical is an equal opportunity employer and adheres to the protections provided by federal, state, or local laws to all employees and applicants. All employment decisions are based on applicant qualifications and business needs. ASE maintains a safe and drug-free workplace.
All Systems Electrical (ASE) is a leader in turnkey integration of electrical control systems and a solutions provider to the industrial automation industry. Having been awarded complex and mission-critical projects with some of the largest and most iconic brands in the world, ASE is committed to excellence and dedicated to building lasting relationships by providing quality products and dependable service.
Position Overview:
The Project Administrator supports ASE electrical project teams by performing daily administrative and financial project functions. This role is responsible for maintaining accurate project documentation, tracking job costs, and coordinating with Project Managers, Estimators, Foremen, vendors, and field personnel to ensure projects remain organized, compliant, and financially accurate.
The position has a strong focus on job cost tracking, budget monitoring, and reporting project performance. The Project Administrator must be organized, detail-oriented, and capable of working independently while managing multiple concurrent projects.
Essential Duties and Responsibilities (but not limited to):
o Work independently to support ASE projects and project teams.
Project Setup & Administration
o Set up and maintain project folders and job files.
o Create Project Information Sheets.
o Set up projects in QuickBooks and Active Project Sheets.
o Coordinate with Estimators and Project Managers to develop and maintain project budgets.
o Obtain, organize, and maintain drawings and required project documentation.
Financial & Job Cost Management
o Track project spending and ensure job cost accuracy.
o Run job cost reports and review against project budgets.
o Maintain Work In Process (WIP) spreadsheets.
o Update project billing forecasts.
o Run Job Cost Summary reports for all projects and sort by Project Manager and service region on a monthly basis.
Billing & Reporting
o Track project billings and create billing worksheets.
o Assist with project and service billing on Fridays and during Project Manager vacations.
o Update Active Project Sheets with weekly Project Manager updates, billing, and subcontractor details.
Time, Expense & Inventory Tracking
o Review timecard coding and assist Project Managers with timecard approvals.
o Review and approve employee expense reports.
o Track project tooling and materials leaving and returning to the shop, including inventory balances.
Equipment, Travel & Logistics
o Manage equipment rentals by coordinating with Project Managers, scheduling rental orders, monitoring usage, and calling off rentals when no longer required.
o Approve rental invoices.
o Coordinate and book flight travel for field employees.
Compliance & Field Support
o Track daily safety forms and follow through on field safety requests.
o Track field employee training and licensing status.
o Assist with contract administration and change order processing with customers and subcontractors.
Qualifications and Experience:
● Construction industry experience required.
● Strong analytical and organizational skills.
● Advanced proficiency in Microsoft Word and Excel.
● Strong verbal and written communication skills.
● Organized, detail-oriented, and efficient with time management.
● Self-starter with the ability to prioritize and manage workload independently.
● Willingness to learn ASE processes and industry standards.
● Ability to obtain required information from others and follow through to completion.
Job Requirements:
● Full-time, 40-hour work week position.
● Regular attendance and punctuality to assigned schedule.
● Ability to manage multiple, concurrent projects.
● Ability to work independently and as part of a team.
● Ability to meet deadlines in a fast-paced environment.
● Ability to use a computer, smartphone, or tablet for work-related communication.
Working Conditions:
● Primarily office-based position with interaction with field operations.
● Extended periods of computer work required.
● Occasional after-hours support may be required based on project needs.
Physical and Mental Requirements:
● Ability to sit or work at a desk for extended periods.
● Ability to perform detailed, data-driven work with a high level of accuracy.
● Ability to handle deadline-driven and occasionally high-pressure work environments.
● Ability to maintain focus while managing multiple priorities.
Benefits:
● Competitive wages (based on experience level).
● Paid Vacation and Sick Leave.
● Medical and Dental health insurance.
● Life and long-term disability insurance.
● 401(k) retirement plan.
All Systems Electrical is an equal opportunity employer and adheres to the protections provided by federal, state, or local laws to all employees and applicants. All employment decisions are based on applicant qualifications and business needs. ASE maintains a safe and drug-free workplace.
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