Project Coordinator

Ultimate Staffing Services; San Jose (CA); On-site; USD 34,000 - 37,000; Full time

Job summary

Ultimate Staffing Services in San Jose, CA is seeking a detail‑oriented Project Administrator to support sales and field operations. You will maintain schedules, documentation, and inventory, coordinate subcontractors, and help ensure accurate invoicing and cost tracking.

The role requires a high school diploma and 3+ years of related experience; proficiency with Microsoft Office and ability to manage multiple priorities. On-site position in San Jose, CA.

Qualifications

• High school diploma required or equivalent.
• 3+ years related experience preferred.
• Strong analytical, communication, and organizational skills.

Responsibilities

• Maintain knowledge of project schedules from Sales and Field Operations.
• Track and update project documentation and invoicing accuracy.
• Ensure adequate inventory to support project and customer needs.
• Participate in trainings and certifications as required.
• Perform duties assigned by management.

Skills

Project coordination

Attention to detail

Analytical thinking

Communication

Time management

Education

High school diploma

Tools

Microsoft Office

Access

Job description

Salary: USD25 - USD27 per hour

Key Duties and Responsibilities

Project Administration

• Maintain intimate knowledge of project schedules from the Sales and Field Operations teams
• Maintain and track accurate, up-to-date project documentation
• Ensure adequate inventory levels to support project and customer needs
• Participate in internal and external training and certification courses as required by the company
• Perform additional duties as assigned by management

• Manage sales orders, purchase orders, invoices, concessions, and credits
• Reconcile projects to ensure cost, billing, and documentation accuracy
• Manage requests for subcontractor payments and approvals
• Maintain and update financial tracking spreadsheets for projects
• Conduct monthly meetings with Project Managers to complete billings and financial projections
• Manages the commercial controls warranty program

Field Coordination & Logistics

• Ensure service requests include complete scopes of work, cost estimates, and sell prices
• Assign and dispatch qualified technicians or subcontractors according to scope and scheduling needs
• Coordinate deliveries to ensure materials arrive on schedule and in proper condition
• Procure materials for field service work and coordinate pickup with field personnel
• Review completed jobs for accuracy and completeness prior to invoicing customers
• Coordinate and process returns, warranty parts, and proof of deliveries

Critical Knowledge and Skills

• Strong analytical skills and attention to detail
• Excellent communication, teamwork, and organizational abilities
• Proven multitasking and time-management skills under pressure
• Self-motivated, proactive, and able to work independently or collaboratively
• Proficiency in Microsoft Office; familiarity with Access, HVACpartners, and Sage is a plus

Education and Experience

• High school diploma
• 3+ years related experience preferred