Project Administrator

Western States Fire Protection (WSFP) and its subsidiaries are more than a company. We are a family of unique individuals committed to our purpose, our values, and each other. And we believe in making our own luck, creating our own opportunities. WSFP accomplishes this by constantly innovating, finding ways to create new value and seizing new opportunities.

Protecting lives and property since 1985, WSFP and its subsidiaries specializes in Life Safety Systems. Our values are simple: integrity, quality, safety, professionalism, commitment.

What We Offer

• Health, Life, Dental and Vision Insurance
• Employee Assistant Program
• Flex Spending (FSA) (Cafeteria Plan) and HSA
• 401(k) Plan – Matching up to 3%
• Employee Stock Purchase Plan
• Profit Sharing Plan
• Paid Time Off (PTO), Parental Leave, Paid Pregnancy Medical Leave
• Paid Holidays
• Tuition Reimbursement
• Annual Discretionary Bonus
• Employer Paid Life Insurance
• Gym membership reimbursement

Project Administrator The Project Administrator provides administrative and operational support for construction projects from contract award through completion, working closely with project managers, superintendents, field personnel, and customers. Responsibilities include preparing and maintaining project documentation, submittals, contracts, change orders, invoices, and project correspondence; processing weekly payroll and preparing and submitting certified payroll reports; tracking employee hours, and job progress; assisting with project billing, pay applications, and accounts receivable; maintaining accurate project and compliance records; communicating with general contractors and field employees; and supporting closeout activities. The position requires strong attention to detail, organization, confidentiality, and the ability to manage multiple projects and deadlines while ensuring accurate payroll, documentation, and compliance with project requirements.

The salary range for this position is $25.00-$32.00 per hour depending on experience.

Job Responsibilities

• Manage full project setup including job creation, budgets, and internal file structure
• Customer/site creation and clean data verification
• Oversee contract document preparation, review, and execution tracking
• Manage certificates of insurance, lien waivers, and OCIP documentation
• Handle all billing types including time and material, single, multi, and combo
• Maintain customer invoicing portals and ensure data accuracy
• Customer portal access setup and maintenance
• Insurance certs, lien waivers, OCIP documentation
• Manage change orders, WIP reporting, and collections
• Collections and monthly aging reports
• Conduct payroll and hour tracking functions
• Coordinate certified payroll and industry fund reporting
• Support project managers and sales with back-of-house documentation and software processes
• Answer phones and route calls
• Complete special projects as required
• Offer suggestions and solutions on improving efficiency of general office procedures
• Other duties as assigned

Job Qualifications

• At least two years of construction administrative experience is required

• Familiarity with billing and compliance processes

• Excellent computer skills with working knowledge of business software applications

• Effective and good communication skills, both written and verbal, is vital

• Able to function and thrive in a fast-paced environment

• Strong attention to detail and time management

• Puts forth a courteous, friendly, helpful attitude at all times

• Ability to pass a drug screen test and background check

This position is accepting resumes at an ongoing basis. All qualified applicants with Western States Fire Protection Company will receive consideration for employment without regard to race, color, religion, sex, sexual orientation and gender identity, national origin or status as a qualified individual with a disability or protected veteran. VEVRAA Federal Contractor