Project Administrative Coordinator

AppleOne Employment Services; Simi Valley (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

AppleOne Employment Services is seeking a Project Administrative Coordinator to provide essential administrative and operational support to Project Managers, field personnel, and company leadership. You will help ensure projects are organized, documented, and executed efficiently, serving as a key liaison between the office and field teams.

Responsibilities include coordinating calendars and travel, maintaining project files, handling communications, and assisting HR and accounting tasks in a

Qualifications

• 2-3 years of office experience handling complex administrative tasks.

Responsibilities

• Answer and direct incoming phone calls and respond to daily voicemail messages in a professional and timely manner.
• Provide administrative support to Project Managers, Operations staff, and company leadership.
• Coordinate and distribute weekly installer and field team schedules.
• Maintain project files, contracts, correspondence, and other project-related documentation in both electronic and hard-copy formats.
• Assist with preparing, tracking, and organizing project documents and reports.
• Schedule meetings, inspections, and project-related appointments.
• Maintain company and project calendars, ensuring schedules and deadlines remain accurate and up to date.
• Act as a liaison between office staff, field personnel, vendors, subcontractors, and clients to support effective communication.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Coordinate travel arrangements, including flights, hotels, rental vehicles, and reservations as needed.
• Assist the Accounting Department with vendor payment mailings and administrative support.
• Support Human Resources with onboarding paperwork, employee records, and other administrative tasks.
• Order and maintain office, kitchen, and project-related supplies while monitoring inventory levels.
• Coordinate facility and office maintenance requests and communicate with vendors as needed.
• Maintain organized filing systems and ensure company records are properly stored and accessible.
• Assist with special projects and perform additional administrative duties as assigned.

Job description

Project Administrative Coordinator

Position Summary The Project Coordinator provides essential administrative and operational support to Project Managers, field personnel, and company leadership to help ensure projects are organized, documented, and executed efficiently. This role serves as a key liaison between the office and field teams by coordinating schedules, maintaining project documentation, facilitating communication, and supporting daily business operations in a fast-paced environment.

Key Responsibilities

• Answer and direct incoming phone calls and respond to daily voicemail messages in a professional and timely manner.
• Provide administrative support to Project Managers, Operations staff, and company leadership.
• Coordinate and distribute weekly installer and field team schedules.
• Maintain project files, contracts, correspondence, and other project-related documentation in both electronic and hard-copy formats.
• Assist with preparing, tracking, and organizing project documents and reports.
• Schedule meetings, inspections, and project-related appointments.
• Maintain company and project calendars, ensuring schedules and deadlines remain accurate and up to date.
• Act as a liaison between office staff, field personnel, vendors, subcontractors, and clients to support effective communication.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Coordinate travel arrangements, including flights, hotels, rental vehicles, and reservations as needed.
• Assist the Accounting Department with vendor payment mailings and administrative support.
• Support Human Resources with onboarding paperwork, employee records, and other administrative tasks.
• Order and maintain office, kitchen, and project-related supplies while monitoring inventory levels.
• Coordinate facility and office maintenance requests and communicate with vendors as needed.
• Maintain organized filing systems and ensure company records are properly stored and accessible.
• Assist with special projects and perform additional administrative duties as assigned.

2-3 years of office experience handling complex administrative tasks.

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here: https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here: https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program. https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.