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AppleOne
Project Administrator
Career Insights for Project / Program Administrative Assistant
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Scorecard
Based on California data
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What they do
A Project or Program Administrative Assistant provides administrative assistance to a program team or project management team. Organizes files and assists with record keeping and data base management. Manages team calendars and helps to organize meetings and events. Provides administrative support for program activities, financial reports and budgets, grants or project proposals; may help to arrange travel.
$65,455 / year median in California
-4% projected decline
Job Description
Job Summary We are seeking a Project Administrator for a temp-to-hire opportunity with a respected general contractor in Milpitas, CA. This role supports construction project teams by coordinating documentation, communication, schedules, project tracking, contracts, procurement activity, and administrative workflows from project start through completion. This is an excellent opportunity to join a stable, established construction organization known for treating employees as valued partners. The work environment emphasizes teamwork, supportive leadership, professional development, modern systems, quality training, and long-term career potential. The company has a strong regional presence and supports a wide range of industrial facilities and infrastructure construction projects. The ideal Project Administrator is highly organized, detail-oriented, proactive, and comfortable working with project managers, subcontractors, vendors, clients, and internal teams in a fast-paced construction environment. Key Responsibilities
- Organize, maintain, and update project documentation, including contracts, change orders, drawings, specifications, RFIs, submittals, permits, and licenses.
- Coordinate communication between project managers, clients, subcontractors, vendors, regulatory agencies, and internal stakeholders.
- Assist with project scheduling, milestone tracking, meeting coordination, site visits, inspections, procurement timelines, and material delivery updates.
- Support contract administration, invoice tracking, change order documentation, project expense reporting, budget records, and cost tracking.
- Assist with quality control, compliance documentation, safety meeting support, audits, inspections, and reporting of project risks or issues.
- Coordinate procurement and subcontractor activity, including bid support, vendor communication, proposal tracking, and project status reporting. Compensation and Benefits
- Salary range: $70,000 to $80,000 per year.
- Job type: Temp-to-hire.
Location:
Milpitas, CA.- Benefits information provided includes competitive wages, quality medical and dental plans, pension and profit sharing, state-of-the-art computer systems, and training. Required Qualifications and Skills
- Support construction project teams with documentation management, administrative coordination, and stakeholder communication.
- Track project schedules, milestones, procurement activity, expenses, invoices, change orders, and project records.
- Assist with contract administration, subcontractor coordination, compliance documentation, reporting, and issue tracking.
- High school diploma or equivalent required.
- 3-5 years of project administration experience required, with construction industry experience strongly preferred.
- Experience supporting a general contractor or construction project team is highly valuable.
- Familiarity with construction processes, contracts, RFIs, submittals, change orders, permits, schedules, and project management systems.
- Strong organizational, time management, and multitasking skills with the ability to manage competing deadlines.
- Excellent written and verbal communication skills for working with internal teams, clients, subcontractors, vendors, and regulatory contacts.
- High attention to detail, strong follow-through, problem-solving ability, and a proactive approach to project support.
- Ability to maintain accurate project files, prepare reports, track documentation, and communicate updates clearly. Preferred Qualifications
- Degree in Construction Management, Engineering, Business Administration, or a related field.
- 6-8 years of project administrative experience within the construction industry.
- Prior experience supporting industrial facilities, infrastructure, commercial construction, or design/build projects.
- Experience with construction project management software, document control systems, scheduling tools, or accounting platforms.
- Knowledge of safety, regulatory, quality control, and compliance documentation within a construction environment.