Project Administrator - Commercial HVAC

Project Administrator - Commercial HVAC

San Jose,CA, US

Experience: Entry Level

Salary: $33 - $40 per hour

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.

• 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.).

• 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.

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.

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