Engineering Administrative Assistant

Critchfield Mechanical, Inc.; San Jose (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Critchfield Mechanical, Inc. is seeking an experienced Engineering Administrative Assistant to join the Engineering & Administration team in San Jose, CA.

The role targets 5+ years of hands-on HVAC, mechanical construction, or engineering support experience with a balance of technical and financial literacy. The candidate will manage change orders, job numbers, submittals, bid support, and weekly financials, while coordinating with PMs, vendors, and field staff.

Qualifications

• 5+ years of hands-on experience in HVAC or mechanical construction support.
• Strong understanding of technical plans, specs, and project documentation.
• Solid financial literacy with ability to interpret costs and reporting.

Responsibilities

• Process and track change orders with pricing and documentation.
• Set up new job numbers and EDrive file structures.
• Prepare and format submittals; maintain submittal/change order logs.
• Support bid proposals with experience, resumes, bid forms, and PDF formatting.
• QC balance reports.
• Prepare and distribute weekly job financials.
• Review plans, specs and project documentation.
• Coordinate info between project managers, vendors, subcontractors, and field technicians.
• Provide backup admin support including answering phones and general office needs.

Skills

5+ years experience

HVAC/mechanical construction

financial literacy

MS Office / Excel / PDF formatting

independent work

team-oriented

attention to detail

organizational skills

communication skills

Tools

EDrive file structures

Job description

We’re looking for an experienced Engineering Administrative Assistant to join our Engineering & Administration team. This role is ideal for someone with 5+ years of hands-on HVAC, mechanical construction, or engineering support experience who can hit the ground running and take ownership of tasks.

The ideal candidate has both technical and financial literacy—someone who understands mechanical construction while also being comfortable with project costs, change orders, job financials, and project documentation.

Key Responsibilities

• Process and track change orders accurately, including pricing and documentation
• Set up new job numbers and EDrive file structures
• Prepare and format submittals and maintain submittal/change order logs
• Support larger bid proposals, including experience, resumes, bid forms, and PDF formatting
• Perform QC on balance reports
• Prepare and distribute weekly job financials
• Review plans, specifications, and project documentation
• Coordinate information between project managers, vendors, subcontractors, and field technicians
• Provide backup administrative support, including answering phones and assisting with general office needs

What We’re Looking For

• 5+ years of relevant, hands-on experience
• Strong understanding of HVAC/mechanical construction and engineering processes
• Strong financial literacy and ability to understand project costs and financial reporting
• Ability to connect technical scope with financial impact
• Excellent attention to detail and follow-through
• Strong organizational and communication skills
• Proficiency with Microsoft Office, Excel, and PDF/document formatting
• Able to work independently with minimal supervision
• Dependable, professional, and team-oriented