Project Administrator - Level 2, Fremont, California

The Project Administrator - Level 2 (PA) plays a crucial role in providing operational and administrative support to the Systems Integration group. Serving as the primary point of contact for all project-related administrative needs, you will handle tasks ranging from project initiation to closeout. Assigned ongoing tasks of varying complexity by the manager, you will demonstrate strong organizational skills, attention to detail, and clear communication abilities. With a focus on delivering exceptional support to both internal and external stakeholders, you will also showcase mentorship skills to facilitate team development.

Requirements:

• High School Diploma or GED required; college Associate degree preferred.
• 4+ years of experience in Project Administration or a similar role, with a preference for previous experience in construction labor resource scheduling and job costing.
• Proficiency in Microsoft Office, PDF editing, and experience with enterprise resource planning (ERP) and customer-relationship management (CRM) software.
• Excellent verbal, written communication, and listening skills.
• Strong organizational and administrative skills, ability to multitask, meet deadlines, and mentor others.
• Ability to handle stressful situations calmly and professionally.

Responsibilities:

• Provide comprehensive support to the project team, including project setup, document preparation, compliance adherence, and reporting.
• Efficiently schedule, allocate, and monitor project labor resources according to management directives.
• Manage project-related resources and assets, ensuring optimal utilization and efficiency.
• Facilitate subcontractor estimates, quotes, purchase order requests, and invoice processing, with thorough review and submission of subcontract invoices for approval.
• Assist in conducting equipment status checks, expediting product deliveries, and handling miscellaneous non-stock material purchases to ensure timely availability for installation.
• Contribute to the creation of change orders and facilitate the process of equipment returns and advanced replacements.
• Coordinate the assembly and delivery of owner’s manuals to customers as necessary.
• Gather essential information from the project team to facilitate accurate job billing.
• Ensure adherence to project closeout procedures for each assignment.
• Compile monthly revenue/billing forecasts, identifying project labor budget and work-in-progress (WIP) issues for management review.
• Supervise test equipment inventory management and oversee the checkout process.
• Provide valuable training and mentorship to new project team members on project management processes and systems.
• Support the Manager in tracking and reporting OSHA compliance.
• Uphold safety standards mandated by OSHA and management directives.

Avidex is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. We are committed to providing a workplace that is free from discrimination, harassment, and where all employees are treated with respect and dignity. We value diversity and believe it contributes to our success as an organization.