Construction Administrative Coordinator

Job Description

Job Description

About Bancroft

Bancroft Construction Services (BCS) provides construction management, environmental compliance, and restoration services for public and private infrastructure projects throughout California. Our team works closely with engineers, environmental professionals, contractors, and regulatory agencies to deliver high-quality projects that meet technical, environmental, and regulatory requirements.

Position Summary

The Administrative Coordinator – Construction Operations is responsible for supporting administrative workflows related to union labor coordination, payroll analysis, compliance reporting, and financial tracking. This role ensures timely submission of required documentation, accurate tracking of labor and financial data, and coordination between field teams, management, and accounting.

This position requires the ability to manage multiple priorities, maintain accurate records, and ensure compliance with regulatory and contractual requirements.

Duties & Responsibilities

Administrative & Union Coordination

• Coordinate union-related administrative activities including dispatch, layoffs, and pay-offs
• Prepare and issue project assignment and completion letters
• Process hiring and termination actions
• Maintain union call-out roster and hire/no-hire lists
• Register projects under applicable agreements (non-MLA, private, landscaping, utility, etc.)

Payroll Analysis & Oversight

• Perform daily WIW (Work-in-Week) data pulls and tracking
• Manage weekly G&A timesheet entry for construction crews and management staff
• Coordinate timesheet submissions from management and bidding teams
• Submit weekly payroll summaries to accounting
• Support final payroll reconciliation (“handshake”) with accounting

Labor Compliance

• Upload required documentation to LCPtracker and DIR systems for prompt payment compliance
• Prepare and submit DAS forms (140 & 142)
• Maintain fringe benefit statements and certified payroll reports (CPR – DIR only)
• Track and submit non-performance reports and apprentice certificates
• Upload trust payment documentation (coupon and proof of payment) to LCP systems
• Ensure compliance tracking is maintained for active jobs only

Invoice Submission & Tracking

• Support Project Managers and Project Engineers with invoice generation and submission
• Coordinate conditional and unconditional waivers
• Assist with audit preparation (e.g., Caltrans audits)

Trust Fund Analysis & Payment

• Generate and review G&A timesheet entry reports
• Perform data cleanup and analysis (remove per diem, reimbursements, management costs)
• Utilize pivot tables to track:
  • Payment by agreement
  • Payment by project
  • Hours by agreement and employee
• Submit reports to accounting by the 5th of each month
• Coordinate trust fund payments (due 15th; late after 20th)
• Upload proof of payment documentation to compliance systems

Expense & Credit Card Review

• Review fuel card and project-related expenses
• Upload receipts from Teams to SharePoint
• Coordinate job coding and expense tracking with accounting support

Qualifications & Skills

Minimum Qualifications

• 2+ years of administrative, payroll, or construction support experience
• Strong organizational and data management skills
• Proficiency in Microsoft Excel (including pivot tables) and document tracking systems
• Ability to manage multiple deadlines and priorities

Preferred Qualifications

• Experience with union environments and labor compliance reporting
• Familiarity with LCPtracker, DIR systems, and certified payroll reporting
• Experience supporting construction or infrastructure projects
• Knowledge of accounting coordination and payroll processes

Compensation & Employment Status

• Employment Type: Part-Time
• Hours: Approximately 10–20 hours per week
• Compensation: $30-40 per hour based on experience

Equal Opportunity Employer

Bancroft Construction Services is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace and encourage applications from all qualified individuals, including women, minorities, veterans, and persons with disabilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic.