Project Administrator

Core Builders; San Jose (CA); On-site; USD 80,000 - 95,000; Full time

Benefits offered by this job

Medical, Dental and Vision (100% paid)

Flexible Spending Accounts

Life and Long-term Disability

Retirement Plan (employer match)

Paid Time Off (PTO)

Paid Holidays

Job summary

CORE is seeking a Project Administrator for the SF Bay Area (San Jose) to manage document control via Procore and M-Drive, coordinate information flow, process monthly invoices, permits, and insurance tracking, and support project teams to keep projects running smoothly.

This on-site role requires 2–5 years of project or administrative assistant experience, a High School Diploma, proficiency with Microsoft Office, and familiarity with Procore or similar PM software; occasional site visits and

Qualifications

• 2–5 years of experience in a Project or Administrative assistant role.
• High School Diploma/GED required.
• Organization or collaboration experience.
• Proficient in Microsoft Office; familiarity with Procore or similar PM software.

Responsibilities

• Document Control: manage permits, licenses, and logkeeping; Prevailing Wage reporting; distribute schedules.
• Site Staff Support: manage Procore and Network Drive documents; create project binders and calendars; coordinate procurement.
• Developing Professional Expectations: be timely, collaborative, and communicative with supervisors and teammates.
• Professional Development: pursue best practices in project management and company initiatives.

Skills

Organization

Communication

Problem solving

Leadership

Education

High School Diploma

Tools

Microsoft Office

Procore

Job description

About CORE

CORE is a premier general contractor known for delivering high-quality construction projects with a commitment to excellence, safety, client satisfaction and our Vizion of Success. We specialize in a variety of construction projects, from Rehabilitation projects, Affordable to large-scale developments, and pride ourselves on our innovative approach and collaborative culture.

Our Culture

At CORE, our people are our greatest asset. We are a relationship-driven organization that believes exceptional projects are built by exceptional teams. We foster a culture of collaboration, accountability, integrity, continuous improvement, and service, where employees are empowered to take ownership of their work, support one another, and contribute to the success of the company.

We value professionalism, strong relationships, and a customer-service mindset—both internally and externally. Our employees are expected to lead by example, embrace challenges, communicate openly, and maintain a commitment to excellence in everything they do.

At CORE, we don't just build projects -- we build teams, careers, partnerships, and communities.

Position Summary

As the Project Administrator, you are responsible for document control management via the M-Drive filing system and Procore, coordination and distribution of information, monthly invoice, permits and insurance tracking, preliminary collection of prevailing wage documentations, manage project office organization, and general coordination and support to project teams.

Key Responsibilities:

Document Control

• Project Permits/Licenses
  • Creating and maintaining a permit log for trailer, OSHA, etc.
• Prevailing Wage reporting & Subcontract Insurance compliance
• Procore Management Distribution of Project Schedule to subcontractors
  • Track subcontractor monthly invoices and billings
• Subcontractor Daily Reports
• Compile and issue Subcontracts, Purchase Orders and Change orders
• Create Prime and Subcontract agreements with input from Project Manager
• Record meeting minutes as necessary when Project Engineer is unavailable

Site Staff Support

• Procore and Network Drive document management, uploading and downloading documents.
• Creating and updating project binders: Scope Binders, RFI Binders, Permit Binders, etc.
• Manage procurement of office supplies throughout the project duration
• Prepare outgoing mailings and labels for submittals and checks
• Manage project calendar and directory
• Schedule and coordinate interviews, reservation of conference rooms, client events and supplier presentations.

Developing Professional Expectations

• Being timely and punctual.
• Attending team meetings with a collaborative spirit.
• Communicating with supervisors and teammates regarding work schedule and time off requests.

Professional Development

• Learn best practices in project management, seeking opportunities for continuous improvement.
• Participate in company-wide initiatives and Core University.

Qualifications:

• Preferably 2 – 5 years of experience in a Project or Administrative assistant role
• High School Diploma/GED Required
• Applicable experience may be substituted for education requirements
• Organization or collaboration experience
• Proficient in Microsoft Suite (Office, Excel, Word, PPT)
• General understanding of Procore or equivalent project management software
• Or a list of skillsets that would be applicable to Construction Management (leadership, communication, or problem-solving skills).

Working Conditions:

• The role involves both office work and on-site presence.
• Travel to project sites as needed.
• Must be able to work flexible hours, including weekends, as project demands.

• This is an on-site position, SF Bay Area local candidates only. Relocation assistance is not available for this position.
• Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.

Anticipated Starting Pay Range

The salary range for this full-time role is $80,000 - $95,000 per year. Ranges are determined based on the position, geography, client and industry experience and level, and represent a good faith effort to provide a fair and equitable salary. This range reflects base salary only, and not the total compensation package. CORE reserves the right to pay more or less than the posted range, depending on a candidate’s experience, skills, and qualifications, including client requirements.

Benefits:

• Medical, Dental and Vision (100% paid for employee coverage)
• Flexible Spending Accounts
• Life and Long-term Disability Insurance
• Retirement Plan (discretionary employer match)
• Paid Time Off (PTO)
• Paid Holidays

Equal Opportunity Employer

CORE is an equal opportunity employer. CORE shall not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity and expression, domestic partner status, pregnancy, disability, citizenship, genetic information, protected veteran status, or any other characteristic protected by federal, state, or local law.

CORE does not engage with or utilize recruiting or placement agencies for any recruiting or hiring needs unless directly requested by our Director of Human Resources. CORE’s employees and hiring managers are not authorized to review or accept resume referrals from any agencies. Any resumes submitted without a direct, specific and written request will be considered unsolicited and the property of CORE. The submittal will not be subject to any contract obligations, including fees.