Project Administrator

Job Summary

We are seeking a sharp, detail-oriented Project Administrator for a direct hire opportunity in Anaheim, CA. This role supports a busy construction department and serves as a key financial and operational resource throughout the full project lifecycle, from bid preparation and purchase order management to invoicing, data tracking, and project documentation.

This is a strong opportunity for a construction administrative professional who enjoys working with numbers, maintaining accurate records, and supporting project success in a fast-paced environment. The ideal candidate will thrive in a collaborative team setting with supportive leadership, clear expectations, and opportunities to contribute directly to project efficiency, billing accuracy, and overall department performance.

Key Responsibilities

- Assist the estimating team with construction bid creation by gathering vendor quotes, organizing project specifications, and assembling formal proposals.
- Generate and process accurate client invoices, track project expenses, and support timely billing cycles.
- Issue purchase orders, process PO revisions related to scope changes, and follow up on outstanding POs from clients or vendors.
- Maintain accurate digital records for project costs, labor hours, materials, billing details, and department spreadsheets.
- Support project compliance documentation and ensure administrative records are organized, current, and audit-ready.
- Coordinate with internal teams, vendors, and clients to help keep projects moving on schedule and within required documentation standards.

Compensation and Benefits

- Direct hire opportunity.
- Salary range: $58,000 to $63,000 per year.
- Full-time schedule with possible overtime.
- Work location: In person in Anaheim, CA.
- Benefits include sick pay, holiday pay, vacation, and medical insurance.
- Additional benefits include 401(k) matching, dental insurance, health insurance, paid time off, and vision insurance.

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here:

The pay transparency policy is available here:

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

- Support construction bid preparation, proposal assembly, and estimating administration.
- Manage invoicing, billing support, purchase orders, PO revisions, and PO collection follow-up.
- Maintain accurate project cost data, labor tracking, materials records, and administrative documentation.
- Coordinate with construction, estimating, accounting, vendors, and clients to support project deadlines.

- Associate degree required.
- Minimum 2 years of experience in construction administration, estimating, construction billing, or a related construction support role.
- Minimum 2 years of construction experience required.
- Minimum 2 years of invoicing experience required.
- Minimum 1 year of Sage 100 experience required.
- Strong understanding of construction invoicing, purchase orders, billing cycles, and bid preparation.
- Proficiency with Microsoft Excel required.
- Exceptional accuracy in data entry, financial tracking, and document management.
- Strong follow-up, organization, communication, and deadline management skills.
- Ability to work effectively in a fast-paced construction environment with changing priorities.

Preferred Qualifications

- Experience using construction accounting or project management software, especially Sage 100.
- Prior experience supporting estimating teams, project managers, or construction accounting departments.
- Strong negotiation and follow-up skills related to purchase order collection and vendor/client coordination.
- Ability to identify billing discrepancies, track project costs, and maintain clean, reliable project data.