Project Administrator

Job Summary

We are seeking a Project Administrator for a temp-to-hire opportunity with a highly respected general contractor in Milpitas, CA. This role is ideal for a construction administrative professional who enjoys supporting complex projects, coordinating documentation, and helping project teams stay organized, compliant, and on schedule.

This organization is known for treating employees as its most valuable asset and fostering a culture built around partnership, teamwork, quality, and long-term relationships. Employees can expect a professional, supportive environment with strong leadership, modern systems, ongoing training, and a collaborative project team culture. The company has a significant regional presence and supports a wide range of industrial facilities, infrastructure, design/build, and general contracting projects.

The Project Administrator will play a key role in keeping construction projects moving smoothly by managing documentation, coordinating communication, tracking project details, and supporting project managers, subcontractors, vendors, and internal teams.

Key Responsibilities

- Organize and maintain project documentation, including contracts, change orders, drawings, specifications, RFIs, submittals, permits, licenses, and project files.
- Coordinate communication with clients, subcontractors, vendors, regulatory contacts, and internal project team members to ensure timely updates and accurate information flow.
- Support project scheduling by tracking milestones, procurement timelines, delivery dates, meetings, site visits, inspections, and key deadlines.
- Assist with contract administration, invoice tracking, change order documentation, project expenses, budget records, and cost tracking.
- Support quality control, compliance, audits, inspections, safety meetings, and reporting to help ensure work meets applicable codes, regulations, and project standards.
- Prepare project status reports, maintain schedules, identify potential risks or delays, and escalate issues to the Project Manager as needed.

Compensation and Benefits

- Compensation: $70,000 to $90,000 per year.
- Employment type: Temp-to-hire.
- Location: Milpitas, CA.
- Benefits noted by the organization include competitive wages, quality medical and dental plans, pension and profit sharing, state-of-the-art computer systems, and training.

Equal Opportunity Employer / Disabled / Protected Veterans

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For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Additional Skills

Required Qualifications and Skills

- Manage construction project documentation, including RFIs, submittals, contracts, drawings, specifications, change orders, permits, and project records.
- Coordinate project communication between project managers, clients, subcontractors, vendors, suppliers, and regulatory contacts.
- Track project schedules, milestones, procurement activity, deliveries, budgets, invoices, expenses, and change orders.
- Support compliance, safety documentation, inspections, audits, reporting, and issue escalation throughout the project lifecycle.

- High school diploma or equivalent required.
- 6 to 8 years of project administration experience within the construction industry, preferably supporting a general contractor.
- Strong understanding of construction processes, project documentation, contracts, subcontractor coordination, and project management workflows.
- Experience supporting project teams with scheduling, cost tracking, procurement coordination, reporting, and document control.
- Strong organizational skills with the ability to manage multiple priorities, deadlines, and project details accurately.
- Excellent written and verbal communication skills with a professional, service-oriented approach.
- Strong attention to detail, problem-solving ability, follow-through, and the ability to work effectively with project managers, field teams, vendors, and subcontractors.
- Proficiency with modern computer systems and construction project management or document management tools.

Preferred Qualifications

- Degree in Construction Management, Engineering, Business Administration, or a related field.
- Experience supporting industrial facilities, infrastructure, design/build, or commercial construction projects.
- Familiarity with construction project management software and digital document control systems.
- Prior experience in a general contractor environment supporting multiple active projects or fast-paced project teams.