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Project Administrator - Commercial HAVC

Jobot

San Jose, CA

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JOB DETAILS
SALARY
$33–$40 Per Hour
SKILLS
Administrative Skills, Bond Market, Cloud Computing, Compensation and Benefits, Construction, Construction Administration, Construction Projects, Customer Relations, Customer Satisfaction, Dental Insurance, Detail Oriented, Digital Certificates, Document Management, Documentation, Expense Reports, Follow Through, High School Diploma, Insurance Documentation, Legal, Liens, Life Insurance, Maintain Compliance, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Multitasking, Onboarding, Plan Meetings, Presentation/Verbal Skills, Project Engineering, Project Execution, Project/Program Management, Service Delivery, Team Player, Time Management, Vision Plan
LOCATION
San Jose, CA
POSTED
2 days ago
This Jobot Job is hosted by: Jeremy Lee
Are you a fit? Easy Apply now by clicking the "Quick Apply" buttonand sending us your resume.
Salary: $33 - $40 per hour

A bit about us:

We are a reputable commercial contractor with over 30 years of experience in the mechanical services industry. We are committed to delivering exceptional service and innovative solutions to our clients, focusing on quality and customer satisfaction. Our team of dedicated professionals works collaboratively to ensure smooth operations and successful project execution. As a mid-sized company, we value our employees and provide a supportive work environment that fosters professional growth, competitive compensation, and comprehensive benefits.

Why join us?
  • Competitive pay ($33-$40/hr DOE)
  • Health, dental, and vision insurance
  • Company paid life insurance
  • Paid time off/ Holidays
  • Retirement savings


Job Details

The Project Administrator is a full-time, office-based role supporting the Project Management, Engineering, and Field teams to keep construction projects moving smoothly and documentation accurate. You will handle day‑to‑day project administration, compliance tracking, job setup, reporting, and general office coordination in a fast‑paced construction environment. Typical duties include managing certificates of insurance, bonds, prequalification packages, job numbers and cost codes, plotting and distributing drawings, supporting WIP reporting and field expense collection, and providing front‑office/back‑office support to ensure teams have the information and access they need.

Responsibilities:
  • Manage project compliance documents: request, track, file certificates of insurance, bonds, lien notices, and prequalification packages.
  • Process job setup tasks: create job numbers, enter cost codes, open work orders/warranty numbers, and manage account access for construction platforms.
  • Prepare and organize project documents and drawings (plot/print/scan) and maintain job folders and records.
  • Support reporting and meetings: collect weekly field expenses, coordinate monthly WIP meetings, and generate/distribute related reports.
  • Provide general office and administrative support (deliveries, front desk backup, meeting scheduling, onboarding assistance).
  • Assist with bid and service support tasks and respond to internal system/process requests (Textra, Autodesk Construction Cloud, etc.).

Qualifications:
  • High school diploma or equivalent required; associate degree or administrative training preferred.
  • 2+ years administrative experience, ideally in construction, project administration, or a related environment.
  • Proficient with Microsoft Office (Outlook, Word, Excel); comfortable learning new construction/project systems.
  • Strong attention to detail, organization, and follow‑through; ability to manage multiple priorities and meet deadlines.
  • Clear written and verbal communication and a customer‑service mindset; reliable and responsive team player.


Interested in hearing more? Easy Apply now by clicking the "Quick Apply" button.

Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information or any other basis protected by applicable federal, state, or local laws. Jobot also prohibits harassment of applicants or employees based on any of these protected categories. It is Jobot’s policy to comply with all applicable federal, state and local laws respecting consideration of unemployment status in making hiring decisions.

Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.

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By applying for this job, you agree to receive calls, AI-generated calls, text messages, or emails from Jobot, and/or its agents and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy here: jobot.com/privacy-policy

About the Company

J

Jobot

Jobot is on a mission to connect good people with good jobs. By combining AI-powered technology with the expertise of Jobot Pros, our experienced recruiters, we help you find career opportunities that align with your goals and values.

Founded in 2018 and employee-owned since 2024, Jobot is committed to fostering a culture of kindness, respect, innovation, and connection.  As an industry leader, we’ve been recognized as a top workplace by Forbes, Fortune, USA Today, and Staffing Industry Analysts (SIA).

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COMPANY SIZE
100 to 499 employees
INDUSTRY
Staffing/Employment Agencies
FOUNDED
2018
WEBSITE
http://www.jobot.com