What You’ll Do

The Project Administrator will be responsible for providing dedicated administrative support to the Project Management Office (PMO) within the Workplace Solutions Group. This role is essential in coordinating with project managers on essential project activities, managing project documentation, and executing all processes in strict compliance with organizational polices and standards, including purchase requisitions (PR), bidding procedures, contract management, and vendor registration.

The ideal candidate is highly organized, detail-oriented, and experienced in overseeing and ensuring the execution of construction project management processes with a strong focus on compliance.

Location: Onsite at our San Jose office/headquarters 5 days a week

• Assist the PMO in coordinating various projects. Understanding project scope and justification in order to provide clarity and partnership with our procurement and finance teams.
• Execute all project-related processes, including the preparation and submission of Purchase Requisitions (PR), ensuring that all approvals and submissions comply with organizational policies and are done on a timely manner.
• Administer the bidding process, ensuring compliance with internal police. Collect and review all required documentation for accuracy.
• Review documentation and submissions in conjunction with project managers to provide guidance on project schedules for overall project timelines.
• Manage contract execution, ensuring contracts are compliant, properly documented, and completed according to organizational standards.
• Oversee the vendor registration process, ensuring vendors meet compliance and registration requirements.
• Partner with the strategy, finance and procurement teams to provide answers on questions that might be specific to projects PRs, PO and overall contracts.
• Maintain comprehensive and up-to-date documentation for all projects, including contracts, purchase orders, bidding document and vendor registration. Ensure proper document retention in line with company policy.
• Provide revisions and clean up processes for folder structures on a continuous basis.
• Assist the PMO in monitoring project budgets and expenses, ensuring adherence to budgetary constraints, and supporting financial reporting. Support with invoice processing and vendor payment in accordance with compliance standards.
• Act as the main point of contact for vendors and contractors for administrative support for contract revisions, updates and new vendor onboarding.
• Prepare and distribute regular compliance reports
• Provide general administrative support to the PMO, such as scheduling meetings, handling correspondence.
• Contribute to process improvement initiatives, promoting efficiency and effectiveness in project management practices.

What You Bring

• Bachelor’s degree from an accredited college or university in project management, business administration, or a related field preferred.
• At least two years of relevant experience or at least five years of professional experience.
• Proved experience as a Project administrator or in a similar role.
• Proficiency in project management tools and software.
• Familiarity with projects, facilities, coordination, administrative, financial operations and office services functions, with direct experience in a project management/facilities department preferred.
• Excellent communication (verbal and written) and interpersonal skills.
• Knowledge in construction processes and projects.
• Proficient with computer software programs including Microsoft Excel, PowerPoint, Word, and Outlook .
• Work well under pressure and within time constraints in a fast-paced environment.
• Ability to multi-task with attention to details and build relationships with both internal and external customers.
• Excellent analytical and organizational skills.
• PMP certification.

W-2 Contract position through Eastridge MSP.