Project Administration Coordinator

Overview

Admin coordinate for data center projects, handling docs, compliance, invoicing, and support.

Key Responsibilities

• compliance uploads
• invoice management
• certification tracking
• document auditing
• data entry
• schedule updates

Tasks

Western States Fire Protection is looking for a detail-driven and proactive Project Administrative Coordinator to support our hyperscale and large data center projects. This position works directly with project managers and field teams to handle all administrative, compliance, and documentation responsibilities that keep these high-profile projects running efficiently. You’ll be the go-to person for ensuring our project records, reports, and submissions stay organized, compliant, and up to date. -Maintain compliance with general contractor portals, including daily report uploads, safety documentation (Safe Starts, equipment inspections, etc.), and other required records. -Manage project invoicing and ensure timely billing and collections. -Track and maintain all required employee certifications to ensure compliance with project and safety requirements. -Audit documentation to confirm that all project uploads and reports meet GC and company standards. -Partner with project managers to handle daily administrative duties across multiple data center projects. -Schedule and process orientation requests for field teams starting or finishing on job sites. -Enter project data accurately and maintain organized records across multiple systems. -Work with accounting and project managers to track payments and resolve billing discrepancies. -Manage and upload material lien waivers, ensuring vendors and suppliers are current and accurate each week. -Support project managers with weekly schedule updates and one-week look-ahead uploads. -Coordinate all badging, background checks, drug screenings, and onboarding activities for employees and subcontractors. -Assist with certified payroll reporting and submission for large-scale projects.

Requirements

• microsoft office
• procore
• communication
• proactive
• multitasking
• detail-oriented

What You Bring

-Administrative or project coordination roles in construction or contracting industry preferred but not required. -Excellent written and verbal communication skills. -Proficiency in Microsoft Office (Excel, Word, Outlook); experience with GC portals such as Textura, Procore, GCPay, or similar systems a plus. -A proactive mindset with the ability to work both independently and as part of a team. -Ability to handle multiple priorities and deadlines in a fast-paced environment. -Strong organizational skills and exceptional attention to detail.

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Benefits

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

About Western States Fire Protection

-specializes in the design, installation, and service of fire protection systems for diverse sectors. -projects span commercial, industrial, and residential buildings, as well as energy and infrastructure industries. -known for its extensive expertise in life safety systems, including sprinkler systems and fire alarms. -notable clients include some of the largest healthcare, retail, and industrial entities across North America. -has a nationwide presence, tackling large-scale projects, from hospitals to power plants. -provides integrated life-safety solutions and emergency systems beyond fire protection. -continuously invests in cutting-edge technology to enhance system reliability and customer satisfaction.

Sector Specialisms

Security Clearance

-coordinate background checks for employees and subcontractors as part of onboarding.