Business Admin & Project Coordinator– Part-Time (santa cruz)

Looking for a construction project administrator and coordinator to help with invoices, contracts, bookkeeping, meeting minutes, and general office administration for a small local CM firm engaged in commercial office interior construction throughout the Bay Area and a small family business operated locally in Santa Cruz.. About Us We partner with commercial property owners and their leasing teams to manage small to medium-sized tenant improvement projects from lease negotiation to project close-out. Our firm specializes in ensuring that buildouts are on time, on budget, and meet the highest standards of quality. About the Role The Project Admin will assist in all aspects of construction project management and small business support, including budgeting, scheduling, bid processes, financial tracking, monthly invoicing and misc. administrative support. Key Responsibilities Project Management & Coordination Assist with all aspects of construction, including scheduling, budgeting, and communication Financial & Budget Oversight Maintain Project Workbooks for construction projects, ensuring accurate cost tracking and budget compliance Work with clients’ accounting teams to manage job-cost tracking, invoice processing, and cash flow forecasting Update monthly corporate accounting reports for active projects, ensuring financial accuracy Track and reconcile construction costs against project budgets, identifying and collecting tenant cost overages Process invoices, ensuring proper coding, lien releases, and contract compliance before approval Assist in final project budget reconciliation and financial close-out Administrative & Compliance Support Prepare contracts and manage signature timelines Organize and maintain project filing systems, ensuring accurate documentation Monthly bookkeeping and invoicing Support additional projects or special requests as needed Who You Are: Are very comfortable with Microsoft Excel and spreadsheet creation, familiar with Quickbooks and general accounting principles, familiar with Docusign and contract execution. Must be organized and have attention to detail and able to follow up and be proactive in pursuing a task to completion. Preferably in Santa Cruz.