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Project Administration Assistant Jobs in California

Hughes Marino

Project Coordinator

Irvine, CA · On-site

$65K - $85K/yr

... day project administration across a dynamic and technically demanding portfolio. This is a role ... distribution * Assist with the collection, verification, and consolidation of cost and schedule ...

Tailored Management

Project Specialist

Vacaville, CA · On-site

$50/hr

... 2. Project Administration & Coordination: Schedule and facilitate project meetings, document ... status. Assist with project reporting, milestone tracking, and stakeholder communications. 3. ...

Walsh Group

Assistant Project Manager II

Corona, CA · On-site

$100 - $125/hr

OVERVIEW We are currently seeking an Assistant Project Manager II for our (PROJECT/OFFICE/GROUP ... Supervising work of project administration and engineers * Safety and quality control management

Balfour Beatty

Asst Project Manager - LA

El Segundo, CA · On-site

$105K - $125K/yr

Assists in all activities related to contract administration, change orders, submittals ... Experience in reviewing sub-billings The base compensation range for the role of Assistant Project ...

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Project Administration Assistant information

What is a project administration assistant?

Project Administration Assistants are professionals who support project managers and teams by handling administrative tasks such as scheduling meetings, maintaining project documentation, preparing reports, and coordinating communication among team members. They play a crucial role in ensuring that projects run smoothly by keeping track of deadlines, managing files, and assisting with budgeting and procurement processes. Their organizational and communication skills help keep projects on schedule and within budget.

How does a project administration assistant typically collaborate with project managers and team members on a daily basis?

As a Project Administration Assistant, you'll regularly coordinate with project managers by organizing meetings, preparing documentation, and tracking progress against timelines. You'll also support team members by maintaining shared files, distributing updates, and helping resolve scheduling or logistical issues. This role requires strong communication skills and attention to detail to ensure all stakeholders stay informed and projects remain on track.

What are the key skills and qualifications needed to thrive as a project administration assistant, and why are they important?

To thrive as a Project Administration Assistant, you need strong organizational skills, attention to detail, and proficiency in office administration, often supported by a diploma or relevant experience. Familiarity with project management software (such as MS Project or Asana), spreadsheets, and document management systems is typically required. Excellent communication, time management, and teamwork skills help you coordinate with multiple stakeholders and manage competing priorities. These skills ensure efficient project support, smooth workflow, and timely completion of tasks within project timelines.

What is the difference between Project Administration Assistant vs Project Coordinator?

AspectProject Administration AssistantProject Coordinator
CredentialsTypically requires administrative or project management certifications, relevant experienceOften requires similar certifications, with additional project management training
Work EnvironmentOffice setting, supporting project teams with administrative tasksOffice or on-site, coordinating project activities and communication
Employer & Industry UsageCommon in construction, IT, engineering, and corporate sectorsUsed across industries like construction, IT, and marketing for project oversight
Search & Comparison IntentPeople compare roles focused on administrative support within projectsIndividuals seeking roles with more coordination and project oversight responsibilities

While both roles support project teams, the Project Administration Assistant primarily handles administrative tasks, whereas the Project Coordinator takes on more active project oversight and coordination responsibilities.

How much is a project administration assistant paid?

The salary for a project administration assistant typically ranges from $40,000 to $60,000 annually, depending on experience, location, and industry. Entry-level positions may start lower, while experienced assistants or those in high-demand areas can earn more. Compensation often includes benefits such as health insurance and paid time off.

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

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

Project Administration Assistant jobs near you
Infographic showing various Project Administration Assistant 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 Coordinator

Irvine, CA • On-site

Hughes Marino
Real Estate • 51 - 200 employees
Learn more about Hughes Marinoexternal

$65K - $85K/yr

Full-time

Re-posted 18 hours ago

Job description

About Hughes Marino
Hughes Marino is a nationally recognized, award-winning corporate real estate advisory firm specializing in representing occupiers, never landlords. Our Program, Project & Construction Management practice serves as owner's representative and third-party PM for some of the most dynamic companies in the country, guiding clients through complex projects with independent, conflict-free expertise.
We are currently seeking a Project Coordinator to join our Orange County team, supporting a growing portfolio of Hardware Technology, Advanced Manufacturing, and defense technology projects.
The Role
As Project Coordinator, you will be the operational core the project team relies on to keep everything moving. You will support senior PMs with document control, scheduling coordination, reporting, and day-to-day project administration across a dynamic and technically demanding portfolio. This is a role where sharp organization, proactive communication, and a strong sense of ownership make a real difference. You will gain direct exposure to complex, high-stakes projects and grow alongside a high-performing team.
What You'll Own
  • Maintain project documentation, filing structures, and document control standards across all active projects
  • Support project managers with meeting coordination, agenda preparation, and meeting minutes distribution
  • Assist with the collection, verification, and consolidation of cost and schedule data for monthly reporting cycles
  • Maintain PMIS data accuracy and flag discrepancies to the project manager
  • Coordinate with contractors, vendors, and client stakeholders on logistical and administrative project needs
  • Support project closeout activities including punch list tracking, document assembly, and final submissions
  • Assist senior PMs with the preparation of client-facing reports, presentations, and executive summaries

What We're Looking For
  • 2-4 years of experience in construction project coordination, project administration, or a related role
  • Experience with PMIS platforms preferred
  • Strong Microsoft Office proficiency including Excel, Word, and SharePoint
  • Exceptional organizational skills and keen attention to detail; able to juggle multiple active projects without dropping the ball
  • Clear written and verbal communication skills; comfortable coordinating across project teams, clients, and vendors
  • Self-directed, proactive, and deadline-driven in a fast-moving environment
  • Local candidates only: Orange County

Compensation & Details
  • Competitive base salary commensurate with experience ranging from $65,000-$85,000
  • Competitive benefits package and long-term career growth within Hughes Marino
  • Combination of in-office and project site work; based out of our Orange County office
  • Periodic travel to project sites as required
  • Bachelor's degree preferred; equivalent experience in construction administration considered

How to Apply
Apply directly through Hughes Marino's Careers page, or reach out confidentially to David Rubenstein, Recruiting Director, at david.rubenstein@hughesmarino.com or (619) 238-2111. Your identity will be kept 100% confidential throughout the process.
Hughes Marino is an equal opportunity employer.

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