HVAC Project Coordinator - On-Site (San Jose)

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

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.