Project Administrator

Sunstall Inc.; San Jose (CA); On-site; USD 52,000 - 72,000; Full time

Job summary

Sunstall Inc. is seeking a Project Administrator to provide essential office and project support in a fast-paced construction environment. You will assist with daily administration, compliance documentation, and onboarding, while coordinating meetings and maintaining meticulous project records.

The role involves processing liens, insurance certificates, bonds, and prequalification packages, with strong emphasis on organization and interdepartmental collaboration.

Qualifications

• High school diploma or equivalent required.
• Associate degree or related administrative training preferred.
• 2+ years of administrative experience, preferably in construction, project administration, or a related environment.
• Strong attention to detail and organizational skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Experience with project documentation, compliance records, or construction systems preferred.

Responsibilities

• Coordinate office deliveries and logistical requests.
• Provide backup support for front desk operations as needed.
• Assist with general administrative support for project, engineering, and field teams.
• Support scheduling of meetings, trainings, and other team coordination needs.
• Assist onboarding-related activities for new hires.
• File preliminary lien notices and maintain related documentation.
• Request, deliver, track, and file certificates of insurance for projects and service work.
• Handle administrative tasks tied to jobs, contracts, and compliance requirements.
• Process bond documentation and complete prequalification packages.
• Maintain and update project records across systems and portals.
• Plot, print, scan, and organize project drawings and documents.
• Submit weekly field expense reports and generate WIP meeting reports.

Skills

Strong organization

Written and verbal communication

Cross-department collaboration

Customer service mindset

Education

High school diploma

Associate degree

Job description

TheProjectAdministratorprovidesadministrativesupporttotheProjectManagementTeam,Engineering,andFieldTeamstohelpensureprojectsrunefficientlyanddocumentationisaccurate,organized,anduptodate.Thisroleisresponsibleforsupportingday-to-dayprojectadministration,compliancedocumentation,jobsetupactivities,andgeneralofficecoordinationinafast-pacedconstructionenvironment.

Responsibilities

Office&AdministrativeSupport

• Coordinateofficedeliveriesandlogisticalrequests.
• Providebackupsupportforfrontdeskoperationsasneeded.
• Assistwithgeneraladministrativesupportforproject,engineering,andfieldteams.
• Supportschedulingofmeetings,trainingsessions,andotherteamcoordinationneeds.
• Assistwithonboarding-relatedactivitiesfornewhires.

ProjectAdministration&ComplianceSupport

• Filepreliminaryliennoticesandmaintainrelateddocumentation.
• Request,deliver,track,andfilecertificatesofinsuranceforprojectsandservicework.
• Handleadministrativesupporttaskstiedtojobs,contracts,andcompliancerequirements.
• Requestandprocessbonddocumentation.
• Completeandsubmitprequalificationpackages.
• Maintainandupdateprojectrecords,includingcertificatesofinsurance,bonds,prequalificationdocuments,andjobdataacrossvarioussystemsandplatforms.
• Uploadandtrackprojectcompliancedocumentationincustomerportals.
• Fileandorganizecompletedcontractsandprojectdocumentationwithindesignatedjobfolders.

JobSetup&SystemSupport

• Processserviceprojectjobnumbers.
• Entercostcodesintoapplicablesystems.
• Openworkordernumbersassociatedwithjobnumbers.
• Openservicewarrantyextranumbers.
• CreateandmanageAutodeskConstructionCloudaccountaccessbasedoninternalrequests.
• ProcessTextrarequests,includingconfirmingparticipationandsubmittingusagefees.
• Helpmaintaindepartmentalfiles,records,andsupportmaterials.

ProjectDocumentation&Reporting

• Plot,print,scan,andorganizeprojectdrawingsandrelateddocuments.
• Submitweeklyfieldexpensereportsaccuratelyandontime.
• CoordinateandschedulemonthlyWorkinProgress(WIP)meetingsandgeneraterelatedreports.
• Pullanddistributeservice-relatedcostreportsasneeded.
• Assistwithprojectandservicebidsupportactivitiesasneeded.

MinimumQualifications

• Highschooldiplomaorequivalentrequired.
• Associatedegreeorrelatedadministrativetrainingpreferred.
• 2+yearsofadministrativeexperience,preferablyinconstruction,projectadministration,orarelatedenvironment.
• Strongattentiontodetailandorganizationalskills.
• Abilitytomanagemultipleprioritiesandmeetdeadlines.
• ProficiencyinMicrosoftOffice,includingOutlook,Word,andExcel.
• Experienceworkingwithprojectdocumentation,compliancerecords,orconstructionsystemspreferred.

Skills

• Strongorganizationandfollow-through.
• Clearwrittenandverbalcommunication.
• Abilitytoworkwellwithmultipledepartmentsandpersonalities.
• Dependableandresponsivewithacustomerservicemindset.
• Comfortablene...