Project Operations & Admin 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

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