Project Administrator

AppleOne Employment Services; Milpitas (CA); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Medical and dental plans

Pension and profit sharing

Modern systems and training

Job summary

AppleOne Employment Services in Milpitas, CA is seeking a Project Administrator to support construction project teams by coordinating documentation, schedules, procurement activity, and administrative workflows from start to completion.

This temp-to-hire opportunity emphasizes organization, proactive communication with project managers, subcontractors, vendors, clients, and internal teams in a fast-paced environment, with a stable, growth-oriented culture.

Qualifications

• Support construction project teams with documentation management, administrative coordination, and stakeholder communication.
• Track project schedules, milestones, procurement activity, expenses, invoices, change orders, and project records.
• Assist with contract administration, subcontractor coordination, compliance documentation, reporting, and issue tracking.
• High school diploma or equivalent required.
• 3-5 years of project administration experience required, with construction industry experience strongly preferred.
• Experience supporting a general contractor or construction project team is highly valuable.
• Familiarity with construction processes, contracts, RFIs, submittals, change orders, permits, schedules, and project management systems.
• Strong organizational, time management, and multitasking skills with the ability to manage competing deadlines.
• Excellent written and verbal communication skills for working with internal teams, clients, subcontractors, vendors, and regulatory contacts.
• High attention to detail, strong follow-through, problem-solving ability, and a proactive approach to project support.
• Ability to maintain accurate project files, prepare reports, track documentation, and communicate updates clearly.

Responsibilities

• Organize and update contracts, drawings, RFIs, submittals, permits, and licenses.
• Coordinate communication among project managers, clients, subcontractors, vendors, and regulators.
• Assist with scheduling, milestones, meetings, site visits, and procurement timelines.
• Support contract admin, invoice tracking, change orders, and project cost reporting.
• Assist with safety, quality control, audits, inspections, and risk reporting.
• Oversee procurement and subcontractor activity, bid support, and status reporting.

Skills

Documentation management

Administrative coordination

Stakeholder communication

Project scheduling tracking

Contract administration

Education

High school diploma or equivalent

Degree in Construction Management

Degree in Engineering

Degree in Business Administration

Tools

Construction PM software

Document control systems

Scheduling tools

Accounting platforms

Job description

Job Summary

We are seeking a Project Administrator for a temp-to-hire opportunity with a respected general contractor in Milpitas, CA. This role supports construction project teams by coordinating documentation, communication, schedules, project tracking, contracts, procurement activity, and administrative workflows from project start through completion.

This is an excellent opportunity to join a stable, established construction organization known for treating employees as valued partners. The work environment emphasizes teamwork, supportive leadership, professional development, modern systems, quality training, and long-term career potential. The company has a strong regional presence and supports a wide range of industrial facilities and infrastructure construction projects.

The ideal Project Administrator is highly organized, detail-oriented, proactive, and comfortable working with project managers, subcontractors, vendors, clients, and internal teams in a fast-paced construction environment.

Key Responsibilities

• Organize, maintain, and update project documentation, including contracts, change orders, drawings, specifications, RFIs, submittals, permits, and licenses.
• Coordinate communication between project managers, clients, subcontractors, vendors, regulatory agencies, and internal stakeholders.
• Assist with project scheduling, milestone tracking, meeting coordination, site visits, inspections, procurement timelines, and material delivery updates.
• Support contract administration, invoice tracking, change order documentation, project expense reporting, budget records, and cost tracking.
• Assist with quality control, compliance documentation, safety meeting support, audits, inspections, and reporting of project risks or issues.
• Coordinate procurement and subcontractor activity, including bid support, vendor communication, proposal tracking, and project status reporting.

Compensation and Benefits

• Salary range: $70,000 to $80,000 per year.
• Job type: Temp-to-hire.
• Location: Milpitas, CA.
• Benefits information provided includes competitive wages, quality medical and dental plans, pension and profit sharing, state-of-the-art computer systems, and training.

Required Qualifications and Skills

• Support construction project teams with documentation management, administrative coordination, and stakeholder communication.
• Track project schedules, milestones, procurement activity, expenses, invoices, change orders, and project records.
• Assist with contract administration, subcontractor coordination, compliance documentation, reporting, and issue tracking.
• High school diploma or equivalent required.
• 3-5 years of project administration experience required, with construction industry experience strongly preferred.
• Experience supporting a general contractor or construction project team is highly valuable.
• Familiarity with construction processes, contracts, RFIs, submittals, change orders, permits, schedules, and project management systems.
• Strong organizational, time management, and multitasking skills with the ability to manage competing deadlines.
• Excellent written and verbal communication skills for working with internal teams, clients, subcontractors, vendors, and regulatory contacts.
• High attention to detail, strong follow-through, problem-solving ability, and a proactive approach to project support.
• Ability to maintain accurate project files, prepare reports, track documentation, and communicate updates clearly.

Preferred Qualifications

• Degree in Construction Management, Engineering, Business Administration, or a related field.
• 6-8 years of project administrative experience within the construction industry.
• Prior experience supporting industrial facilities, infrastructure, commercial construction, or design/build projects.
• Experience with construction project management software, document control systems, scheduling tools, or accounting platforms.
• Knowledge of safety, regulatory, quality control, and compliance documentation within a construction environment.

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.