Project Administrative Assistant

Jacobs; Austin (TX); On-site; USD 66,000 - 104,000; Full time

Benefits offered by this job

Health benefits

Job summary

Jacobs is seeking a Project Coordinator Professional in Austin, TX to support a large healthcare client. You will assist executives, manage calendars, coordinate meetings, and handle confidential information in a fast-paced environment.

You’ll coordinate with senior staff, maintain rosters and travel arrangements, and provide admin/logistic support to project teams. Onsite work at client site is required, with flexibility to meet client needs.

Qualifications

• Bachelor’s degree preferred or 10+ years’ experience in a similar role.
• 5+ years in a similar role in a large engineering, construction, or facilities maintenance organization.
• Advanced level computer skills in MS Office and Teams.
• Experience working with high-level clients, executives, government, and public officials.
• Strong communication, planning, organizing, flexibility, and teamwork.
• Must meet deadlines and adapt hours to client needs.
• Discretion with confidential information; customer service focus.

Responsibilities

• Produce deliverables with high quality and efficiency.
• Gather and track action items for distribution and follow-up.
• Provide admin and logistic support for project meetings, agendas, and minutes.
• Track and order office supplies for the client management team.
• Maintain conference room calendars, project rosters, and team vacation schedules.
• Organize project events and catering as needed.
• Prepare forms and obtain client network access approvals.
• Support invoicing audits and submittal/log/payment logs.
• Act as backup for Document Control Specialist after training.
• Maintain team roster and project distribution matrix.
• Additional duties assigned by client management; onsite daily at client site.

Skills

MS Office proficiency

Communication

Scheduling

Teamwork

Problem solving

Client interaction

Education

Bachelor’s degree or 10+ years experience

Tools

Teams (videoconferencing)

Job description

At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good.

Your impact

Support one of the largest and diverse technical solutions providers in the world and have a hand in laying the foundation for human progress. As a Project Coordinator Professional, in our Project Management/Construction Management group, you will provide support to one of the largest healthcare providers in Austin, TX. Successful candidates must be able to be in Austin and located in a site office/trailer 5 days a week, multitask effectively, use independent judgment, and have the initiative to take on new tasks and challenges. Candidate will need to use experience-based judgment to evaluate situations and develop solutions. You will be expected to anticipate executives’ needs and ensure accountability. You’ll be accountable for managing and coordinating with corporate executive assistants in scheduling a complex calendar, coordinating conference rooms, travel, and meeting agendas in a fast-paced environment. We’ll rely on you to handle confidential information with a high degree of sensitivity when composing and preparing correspondence, meeting materials and handling personnel issues. You’ll be solution focused - take ownership of requests, identifying and analyzing problems with the ability to make recommendations for resolving them. If you’re up for the challenge join us and we will assist in continuing the development of your skills and exploring all that you can do across our global company, with opportunities to share your knowledge along the way.

Core Responsibilities

• Produce deliverables with a high degree of quality and efficiency
• Gather and track action items to be shared distributed to team members with follow-up
• Provide administrative and logistic support to client management team for project meetings, including meeting agenda and meeting minutes
• Track and order office supplies for the client management team
• Maintain office inventory list, conference room calendars, project rosters, and project team vacation schedules
• Organize project events or meetings which may include ordering from catering services if needed for client management team
• Prepare all forms and obtain client agency approval related to client network access, office keys and badges
• Support Senior Project Controls Engineer and Senior Contract Administrator on invoices auditing, submittal log, and payment log
• Perform as the backup for the Document Control Specialist after training is completed
• Maintain client’s team roster and project distribution matrix
• Additional duties and tasks assigned by client’s management team
• Must be willing to work onsite daily at client site

If you’re up for the challenge join us and we will assist in continuing the development of your skills and exploring all that you can do across our global company, with opportunities to share your knowledge along the way.

Here’s what you’ll need

Job Qualifications

• Bachelor’s degree preferred or 10+ years’ experience in a similar role
• 5+ years or more of experience in a similar role in a large engineering, construction, or facilities maintenance related organization
• Advanced level computer skills in MS Office Suite Word, Excel, Outlook, PowerPoint, and
• Teams (videoconferencing)
• Experience working with high-level clients, executives, government, and public officials on a regular basis
• Must demonstrate key competencies in the areas of communication – both written and verbal, planning and organizing, flexibility and adaptability, customer service, problem assessment and problem solving, attention to detail, and teamwork
• Must report to work, meetings and submit deliverables on time and reliably
• Must be capable of adjusting hours to accommodate reasonable needs of client
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Strong written and verbal communication skills, service-oriented and with the ability to proofread and edit others’ work.
• Ability to work well with cross-functional teams and with internal partners
• Must be a solution-oriented team member with the ability to identify and solve issues that are within the control of the employee

Ideally, you’ll also have

• Previous experience with a Top 500 Company

#WestPMCM

Our health and welfare benefits are designed to invest in you, and in the things you care about. Your health. Your well-being. Your security. Your future. Employees have access to medical, dental, vision and basic life insurance, 401(k) plan, paid time off (allocated plans start date 17 days per calendar year), seven paid holidays, and caregiver leave and the ability to purchase company stock at a discount as well as legally mandated benefits.

The base salary range for this position is $66,400.00 to $103,750.00; though will be paid hourly based on hours worked. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. Job posted on October 13, 2026. This position will be open for at least 3 days.

Onsite employees are expected to attend a Jacobs Workplace on a full-time basis, as required by the nature of their role.

Your application experience is important to us, and we’re keen to adapt to make every interaction even better. If you require further support or reasonable adjustments with regards to the recruitment process (for example, you require the application form in a different format), please contact the team via Careers Support.