HVAC Project Administrator - Construction Office Support

LeoForce; San Jose (CA); On-site; USD 45,000 - 55,000; Full time

Job summary

LeoForce is seeking a Project Administrator for Commercial HVAC in San Jose, CA. This full-time, office-based role supports Project Management, Engineering, and Field teams to keep construction projects moving and documentation accurate.

You will handle day-to-day administration, compliance tracking, job setup, reporting, and office coordination, with duties including insurance certificates, cost codes, plots, and WIP reporting. Strong organization and communication are essential.

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

Written and verbal communication

Customer-service mindset

Multitasking

Education

High school diploma or equivalent

Associate degree or administrative training preferred

Tools

Microsoft Office (Outlook, Word, Excel)

Textra

Autodesk Construction Cloud

Job description

LeoForce is seeking a Project Administrator for Commercial HVAC in San Jose, CA. This full-time, office-based role supports Project Management, Engineering, and Field teams to keep construction projects moving and documentation accurate.

You will handle day-to-day administration, compliance tracking, job setup, reporting, and office coordination, with duties including insurance certificates, cost codes, plots, and WIP reporting. Strong organization and communication are essential.