Hayward, California

A growing contractor located in the East Bay and servicing the entire Bay Area, is seeking an ideal qualified candidate to fill its role of project Administrator. Experience within the Services Industry and dispatch is desired. Company that has been in business for over 30-years and specializes in reconstruction and all-phases of service repairs, including Paint, Electrical and Plumbing for the HOA managed multi-housing residential community.

Looking for an energetic, organized and self-motivated Project Administrator.

Project Administrator coordinates project activities, including tasks and schedules.

  • Manages schedules, arranges assignments and communicates project progress to all Team members i.e. Project management, Estimators, Field-Operations, Administration and other departments, including Executive Team.
  • Project Administration is responsible for preparing action plans associated with project plans, managing project budgets, and gathering & communicating necessary information.
  • This role works directly with a Team consisting of Project Management, Estimators, and Field Operations to name a few.
  • Coordinates with Finance and Accounting as it relates to project financial status and billing & collections.
  • Utilizes good communication and has essential collaborative skillsets.
  • Ensures that the project meets high quality care standards and informs others of risk while meeting the necessary administrative milestones during the lifespan of the project that leads to the project success and on-time and on-budget targets.

• Organize projects tasks into doable pieces and set timeframes and goals around meeting requirements and deadlines.
• Schedule regular meetings with all Team members and coordinate action items. Assign tasks and follow-up on next steps.
• Create organized workflow and processes that leads to collaboration and communication leading to project success.
• Advise risk and communicate.
• Prepare and provide documentation necessary for internal Teams and stakeholders.
• Support project resources and coordinate with project Team regarding material, subcontractor, equipment and other project needs.
• Retrieve and communicate information to the Team whether internal or external based on project requirements relevant to the project needs.
• Track expenses against project and predict future needs based on changes in project scope inclusive of added change orders.
• Monitor project progress and charges against project cost codes and purchases orders & subcontracts.
• Coordinate any quality control issues and ensure deliverables meet required project needs.
• Maintain project files and books of records within the financial system (Foundation).
• Assist with project set-up, pre-construction meetings and weekly project status review process
Other Responsibilities more Specific:
• Order and cancel jobsite equipment and services (trailer, telephone, etc.) and notate vendor record for A/P.
• Assist with permit acquisition as needed.
• Maintain Job Files (set-up and close out job files ensuring contracts, subcontracts, lien notices, releases and any other documents are obtained and organized into binders).
• Enter/gather field paperwork/correspondences (RFIs, meeting minutes, schedules, submittals etc.). Backup for Cos and Budget entry.
• Homeowner customer support as needed (make calls, create notices, etc.)
• Obtain/maintain all subcontractor data and forward info/changes to A/P.
• Assist in assembling bid packages.
• Assist in preparation of contracts and subcontracts
• Obtain quotes from vendors for materials, submit to A/P for approval and PO #, and place order
• Filing, faxing, copying, answering phones and any other general administrative duties.
• Participate in continuous improvement of processes.
• Billing and collections coordination.
Position Requirements:
• High School Diploma or equivalent required.
• Must have previous work experience in a construction company.
• MS Office required.
• Knowledge of Foundation preferred.
• Excellent customer service, written and oral communication skills.
• Professional demeanor and a positive attitude.
• Must be detail oriented and able to multi-task.

Schedule & OT: M-F 8-5pm

Offer Benefits:
Kaiser, Sutter
Dental, Vision
401K will get after 720 hours work - 4% matching salary
Quarterly bonus
Family Oriented

Why Kelly®?

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About Kelly®

At Kelly, we’re always thinking about what’s next and advising job seekers on new ways of working to reach their full potential. In fact, we’re a leading advocate for temporary/nontraditional workstyles, because we believe they allow flexibility and tremendous growth opportunities that enable a better way to work and live (plus, did we mention we provide a ton of benefits?). Connecting great people with great companies is what we do best, and our employment opportunities span a wide variety of workstyles, skill levels, and industries around the world.

Kelly is an equal opportunity employer committed to employing a diverse workforce and providing accommodations for people with disabilities in all parts of the hiring process as required under its Employment Accommodation Policy. Kelly will work with applicants to meet accommodation needs that are made known to Kelly in advance.


Hayward, California

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