Project Administrator

Electrical contractor in Santa Clara, CA is seeking a full-time Project Administrator to support our daily operations. The Project Administrator provides administrative support to the project management team from clerical and compliance duties, to schedule of values, billing, job cost accounting, submittals, and any other duties as assigned. This is a full-time position with comprehensive benefits package which includes vacation, medical, dental, vision, and 401k.

Key Responsibilities

In addition to the items listed below, this position requires other various tasks that may include, but are not limited to: billings, submittals, compiling and submitting reports, job costing, cost code reporting and tracking, preparing and reviewing contracts, lien filings and releases, maintaining change order and work order logs, and all other related items as assigned.

Project Support

•Prepares correspondence and subcontracts/consulting agreements in appropriate formats
•Prepare and maintain project schedules
•Develops and maintains project management tracking logs and project document control (including purchase orders, change orders, RFIs, submittals, close-out documents, scheduling, and ­  storage of project documents)
•Prepares, supports, tracks, and distributes project submissions for shop drawings, product systems, and design details
•Assist estimating department as needed
•Tracks subcontracts and all necessary subcontractor documentation (i.e. W9s, insurance certificates, subcontract signature and fully executed as applicable) and make updates to Viewpoint   Vista ERP regularly
•Collect and monitor Subcontractor Certificates of Insurance, confirming required coverage and endorsements
•Adapts to various individual project construction software systems
•Assists with monthly billings, monthly project reviews, AP invoice review and approval, and issuing/recording change orders
•Collect and organize required information to prepare Project Close-Out Package as directed by Project Manager
•Creates forms and organizes company data for distribution in creative formats
•Formats proposals and composes responses to RFPs, RFQs, etc.
•Navigates individual client-based portals and websites to download and distribute project requirements and design drawings
•Maintains log-in information and general documentation on RFP portals as needed


•Minimum five years of construction experience
•Bachelor’s degree in related discipline is a plus
•Proficiency in MS Office, Adobe/Bluebeam
•Accubid/ChangeOrder, Viewpoint Vista ERP experience a plus
•Excellent verbal and written communication skills
•Mathematical ability required, must be able to keep all aspects of project in balance
•Excellent time management, ability to multi-task, and prioritize tasks
•Strong troubleshooting and problem-solving skills
•Ability to work within a team environment to meet strict and changing deadlines

Job Type: Full-time


•Construction Administration: 5+ years (preferred)


•Bachelor’s degree (preferred)

To apply for this position, please send your resume and cover letter to