Commercial HVAC Project Administrator

Australia-Employment; San Jose (CA); On-site; USD 94,558,000 - 114,616,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Company paid life insurance

Paid time off/ Holidays

Retirement savings

Job summary

Jobot is seeking a Commercial HVAC Project Administrator in San Jose, CA for a full-time, on-site, permanent role. The position supports Project Management, Engineering, and Field teams with day-to-day administration, compliance tracking, and report generation.

Responsibilities include managing certificates of insurance, job setup, drawings, and WIP reporting, plus general office support to keep projects moving smoothly in a fast-paced construction environment.

Qualifications

• 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.

Responsibilities

• 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.).

Skills

Attention to detail

Organization

Communication

Customer service mindset

Team player

Multitasking

Education

High school diploma or equivalent

Associate degree or administrative training preferred

Tools

Microsoft Office

Job description

Commercial HVAC Project Administrator

$33 - $40 per hour | San Jose, CA | On-site | Permanent

A bit about us:

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.

Why join us?

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

Job Details

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.

Responsibilities

• 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.).

Qualifications

• 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.

Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information or any other basis protected by applicable federal, state, or local laws. Jobot also prohibits harassment of applicants or employees based on any of these protected categories. It is Jobot's policy to comply with all applicable federal, state and local laws respecting consideration of unemployment status in making hiring decisions.

Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.