Fire Sprinkler Project Administrator

Usfp inc • Full-time • Sun Valley, California, United States • $25 - $35 / hour • 1w ago

Job Summary

U.S. Fire Protection is seeking an organized, dependable and proactive Project Administrator to support our fire sprinkler construction and service projects.

This position helps move projects from contract through plan approval, installation, inspection, billing and closeout. The ideal candidate communicates professionally, follows up consistently and keeps multiple projects, deadlines and documents organized.

Responsibilities

Monitor and respond to customer and project-related emails.
Maintain accurate project files, records and status updates.
Coordinate with customers, general contractors, architects, designers, inspectors, vendors and field personnel.
Submit plans and permit documents to cities and fire departments.
Track plan checks, corrections, approvals, permits and inspection results.
Communicate plan-review corrections to designers and other project stakeholders.
Schedule site visits, installation work and fire department inspections.
Prepare and distribute proposals, contracts, change orders and project documents.
Create invoices and track payments using QuickBooks Online.
Follow up on deposits, progress payments and past-due invoices.
Assist with AIA payment applications when required.
Request and provide certificates of insurance, W-9s and compliance documents.
Maintain follow-up lists and escalate urgent issues to management.
Coordinate drawing revisions and prepare, submit, print and distribute approved plans, hydraulic calculations, permits and inspection documents.
Create invoices, track deposits and progress payments, update QuickBooks records, follow up on past-due balances, and prepare AIA billing or lien waivers when required.
Coordinate certificates of insurance, W-9s, subcontractor agreements, vendor forms and other project-compliance documents.

Qualifications

One or more years of construction administration, project coordination or similar experience preferred.
Excellent organization, communication and follow-through.
Ability to manage several active projects and changing priorities.
Comfortable communicating by telephone and email throughout the day.
Experience with Google Workspace, Microsoft Office, spreadsheets and PDF documents.
QuickBooks Online experience is preferred.
Construction permitting, plan-submittal or inspection-coordination experience is preferred.
Fire protection, plumbing, electrical, HVAC or specialty-contractor experience is a plus.
Ability to work independently at our Sun Valley office.

Pay: $25.00 - $35.00 per hour

Benefits: