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Assistant Project Administrator Jobs in California

Essel

Project Administrator

Los Gatos, CA · On-site

The Project Administrator will be responsible for providing administrative support to ensure the ... Duties: - Assist in the coordination and management of project activities - Prepare and distribute ...

Essel

Project Administrator

Los Gatos, CA

The Project Administrator will be responsible for providing administrative support to ensure the smooth operation of projects. This role requires excellent organizational skills, attention to detail ...

Essel

Project Administrator

Los Gatos, CA · On-site

The Project Administrator will be responsible for providing administrative support to ensure the ... Duties: - Assist in the coordination and management of project activities - Prepare and distribute ...

Collabera

Project Administrator

La Palma, CA

Project Administrator Location : La Palma, CA 90623 Urgent Fill by the client !!! This role ... High School Diploma/GED 4 years experience as an Administrative Assistant with client facing and ...

Aston Carter

Project Administrator

Mojave, CA · On-site

$22 - $24/hr

Project Administrator We are seeking a dedicated and organized Project Administrator to join our ... Compile and submit daily workforce reports and other required documentation. * Assist with ...

Aston Carter

Project Administrator

Mojave, CA · On-site

$22 - $24/hr

Project Administrator We are seeking a dedicated and organized Project Administrator to join our ... Compile and submit daily workforce reports and other required documentation. * Assist with ...

Aston Carter

Project Administrator

Mojave, CA

$22 - $24/hr

Project Administrator We are seeking a dedicated and organized Project Administrator to join our ... Compile and submit daily workforce reports and other required documentation. * Assist with ...

Aston Carter

Project Administrator

Mojave, CA

$22 - $24/hr

Project Administrator We are seeking a dedicated and organized Project Administrator to join our ... Compile and submit daily workforce reports and other required documentation. * Assist with ...

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Assistant Project Administrator information

What is an assistant project administrator?

Assistant Project Administrators are professionals who support project managers and teams by handling administrative tasks related to project planning, coordination, and execution. They help maintain project documentation, monitor timelines, prepare reports, and facilitate communication among team members. Their role is crucial in ensuring projects run smoothly and stay on schedule, providing organizational support and handling logistical details. Assistant Project Administrators often work in various industries, including construction, IT, healthcare, and more.

What are the key skills and qualifications needed to thrive as an assistant project administrator?

To thrive as an Assistant Project Administrator, you need strong organizational skills, attention to detail, and a background in business administration or a related field. Familiarity with project management software (such as Microsoft Project or Asana), spreadsheet tools, and sometimes certifications like CAPM are typically required. Excellent communication, time management, and problem-solving abilities set outstanding candidates apart. These skills and qualities are crucial for ensuring smooth project coordination, timely task completion, and effective support for project managers.

What are some typical challenges an assistant project administrator might face when supporting multiple projects simultaneously?

Assistant Project Administrators often juggle responsibilities across several projects, which can make prioritizing tasks and managing time effectively a challenge. Balancing the needs of different project managers, keeping track of varied deadlines, and ensuring that documentation is accurate and up to date are common hurdles. Strong organizational skills and clear communication with both team members and stakeholders are essential to successfully navigate these demands. Proactively seeking clarification and regularly updating project tracking tools can greatly help in staying on top of multiple assignments.

What are the most commonly searched types of Project Administrator jobs in California?

The most popular types of Project Administrator jobs in California are:

What cities in California are hiring for Assistant Project Administrator jobs?

Cities in California with the most Assistant Project Administrator job openings:

Assistant Project Administrator jobs near you
Infographic showing various Assistant Project Administrator job openings in California as of August 2026, with employment types broken down into 90% Full Time, 7% Part Time, and 3% Contract. Highlights an 82% Physical, 5% Hybrid, and 13% Remote job distribution.

Project Administrator

Howard Building Corporation

Costa Mesa, CA

$30 - $45/hr

Full-time

Posted 25 days ago

Job description

Description

JOB DESCRIPTION


Assist Project Manager with a variety of tasks related to the management of construction related documents and coordination between subcontractors, clients, field and office.This is a non-exempt position as defined by the Fair Labor Standards Act and subject to overtime.


ROUTINE DUTIES & RESPONSIBILITIES

  1. Issue and track invitations to bid.
  2. Management and distribution of bid-related documents.
  3. Assist in preparation of proposals and bids.
  4. Prepare and distribute AIA and related owner contracts.
  5. Prepare and distribute job set-up documents.
  6. Prepare and distribute preliminary notices and related documents.
  7. Request and review subcontractor insurance and contractor's licenses.
  8. Issue and track subcontracts/subcontract change orders and purchase orders.
  9. Prepare and distribute meeting minutes.
  10. Prepare and track Owner Change Orders and update budget reports.
  11. Prepare and track owner billings.
  12. Review and process subcontractor billings.
  13. Filing of project documents such as conditional and unconditional lien releases.
  14. Project Closeout Manual creation and submission.

WORKING CONDITIONS & PHYSICAL DEMANDS

  1. The Project Adminstrator may routinely sit or stand for long periods of time performing normal duties and/or interacting with coworkers and clients at meetings and events.
  2. The Project Adminstrator may routinely lift and/or carry moderately heavy objects, and work on repetitive tasks in front of a computer screen, which may strain the eyes of certain individuals, cause chronic joint discomfort, and related issues. Care should be taken to avoid back injuries, eye strain, headaches, fatigue, carpal tunnel, and related syndromes.

Requirements

MINIMUM QUALIFICATIONS AND/OR EQUIVALENTS

  1. At least three (3) years experience as a Project Administrator, Project Coordinator or similar role. Construction background and familiarity with AIA documents preferred. Accounting, billing/ invoicing experience a plus.
  2. A high school diploma or equivalent is required. An Associate's degree or some college credit in a related field is preferred.
  3. Ability to communicate both verbally and in writing in a professional manner.
  4. Good judgement and ability to follow instructions and procedures.
  5. Familiarity with plans and project specifications.
  6. Working knowledge of Microsoft Excel, Outlook, Word, Adobe, and similar office software.
  7. Procore or similar project management software experience preferred.
  8. Attentive to detail, accurate and well organized.

Privacy Statement 

Most of the information we collect is information provided directly by you and includes information submitted by you through forms or links on the site, emails or other electronic messages, and the job application portal - a list of the information we collect and purpose for collection can be found at the following link: https://www.howardbuilding.com/

We do not sell, trade or otherwise transfer your personally identifiable information to third parties except that some information may be processed or stored by third party service providers who are contractually obligated to only use such information for purposes of carrying out their contractual obligations in support of our business functions. 


Equal Opportunity

Howard Building Corporation is an Equal Opportunity Employer. We recruit, hire, train, and promote individuals without regard to race, religion, color, national origin, ancestry, age, sex, gender, marital status, gender identity, gender expression, sexual orientation, medical condition genetic information, disability, military status or protected veteran status or any other consideration made unlawful by federal, state or local laws, including the CA Fair Chance Act. HBC is an Equal Opportunity Employer in compliance with the California Fair Chance Act, the Los Angeles Fair Chance in Hiring Initiative, and all other applicable law. HBC does not use artificial intelligence in any aspect of the hiring process.

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