Position Summary
The Fire Large Projects Department Administrator provides administrative support for large fire alarm projects managed by the Los Angeles and Orange County branches. This role supports Project Managers, Estimators, and Department Management by coordinating project documentation, customer and subcontractor requirements, billing support, compliance tracking, and project closeout activities.
This position plays a key role in ensuring projects move efficiently from award through completion by maintaining accurate records and obtaining required documentation from customers, subcontractors, and internal departments.
Essential Duties & Responsibilities
Project & Administrative Support
- Provide administrative support to Project Managers, Estimators, and department leadership.
- Serve as a point of contact for customers, subcontractors, and internal teams.
- Maintain project records, schedules, CRM data, and department tracking systems.
- Coordinate with Engineering, Accounting, Payroll, Purchasing, Warehouse, and field personnel.
- Manage daily priorities and ensure timely completion of assigned tasks.
Project Setup & Documentation
- Process newly awarded projects and assist with project setup.
- Manage customer and subcontractor onboarding, prequalifications, and required documentation.
- Track contracts, purchase orders, certificates of insurance (COIs), and subcontractor agreements.
- Maintain organized electronic project files and records.
- Follow up on missing documentation to prevent project delays.
Project Closeout
- Prepare and submit closeout packages, warranty letters, manuals, drawings, inspection records, and related project documentation.
- Coordinate with Project Managers to gather and submit required closeout materials.
- Track project closeout requirements and maintain accurate project records.
Billing, Collections & Financial Support
- Assist with project billing by coordinating required documentation.
- Support collections efforts and maintain accurate collection records.
- Track change orders, purchase orders, and other financial documentation.
- Process expense reports and reconcile department expenses.
Payroll & Compliance Support
- Review and track employee timesheets and follow up on missing information.
- Coordinate with Payroll and Accounting on timesheet corrections.
- Assist with prevailing wage and certified payroll documentation.
- Maintain compliance records and support required reporting.
Vendor & Subcontractor Coordination
- Assist with subcontractor quotes, documentation, and approvals.
- Track subcontractor compliance requirements and insurance certificates.
- Coordinate vendor communications, purchasing requests, and material documentation.
- Help manage department supply and inventory needs.
General Department Support
- Assist with meetings, training events, and departmental administrative functions.
- Maintain confidentiality of employee, customer, and company information.
- Perform additional duties as assigned.
Requirements
Qualifications
Required
- High School Diploma or equivalent.
- Strong communication, organizational, and customer service skills.
- Ability to manage multiple priorities and meet deadlines.
- Proficiency with Microsoft Outlook, Word, and Excel.
- Ability to maintain accurate records and handle confidential information.
- Valid California Driver's License and proof of automobile insurance.
Preferred
- 3+ years of administrative support experience.
- Experience in construction, project administration, or a related industry.
- Experience with CRM systems, project documentation, billing, timesheets, and expense reporting.
- Familiarity with fire/life safety systems and construction project processes.
- Associate's or Bachelor's degree in Business Administration or a related field.
Physical & Other Requirements
- Ability to sit or stand for extended periods and occasionally lift up to 20 lbs.
- Ability to travel between Southern California locations as needed.
- Ability to work overtime when required.
- Regular attendance, punctuality, and adherence to company policies are required.