Project Coordinator/Office Administrator tk1sc - San Jose, CA 95131 This is a critical, dual-role in a highly-skilled engineering office in the Silicon Valley. This roll will function as both a Project Coordinator, who can help manage our engineering projects, and an Office Administrator who can take charge of the administrative (non-accounting) aspects of running a small business office. Our projects range from small, routine projects to large complex high-tech projects with stressful deadlines and big demands. In all cases, the work is fun but requires the ability to prioritize, manage and balance multiple tasks simultaneously. Candidates must be strong communicators, enjoy working in a team environment, and always serve our clients in a professional and competent manner. The ideal candidate will manage all project coordination and office administrative activities necessary to keep our projects and office running smoothly. This position reports to our San Jose Office Leader, and to our corporate Administrative Manager, who works from our corporate office in Irvine, California. This person will also receive direction from, and work directly with all members of our engineering staff. Project Coordinator duties: * Work with our counterparts at our architectural and engineering partners to coordinate the work, define needs and expectations, and insure a smooth flow of information. * Be aware of the schedule for each project and manage deliverables for each phase. * Communicate project status to all participants. * Work with the project manager to identify and resolve schedule, cost and staffing issues. * Assist with the management of legal documents such as contracts, insurance certificates, and professional services agreements. * Create and maintain an electronic folder system for all project documents including plans, calculations, reports, and specifications. * Assist with the coordination, issuance and management of permit drawings, plan check comments, and permits. * Assist the project manager with proposal preparation and fee estimating.

• Set up team meetings and conference calls. Take notes and distribute them. * Review project billing reports and confirm internal billing information with accounting. * Attention to detail & ability to monitor tasks, hours, expenditures and schedules. * Maintain logs of requests for information (RFIs) and submittals. Proactively track response progress. * Convert field notes from engineers into formal reports (i.e. punch lists and job observation reports). * Experience with construction management software such as Procore, Buzzsaw, Prolog and Primavera, highly desirable. * Knowledge of basic CAD operations to make minor edits to drawings, highly desirable. Office Administrator duties: * Be the San Jose liaison for all matters regarding project coordination, administration, and IT activities. * Responsible for all incoming and outgoing mail, curriers & shipments. * Maintain employee sign-in and sign-out system and be the point-person for knowing where staff is. * Periodically create and edit technical specifications based on direction from engineering staff. * Keep office organized, neat and clean including lobby, break room, plotter room, conference rooms, and storage rooms. Some minor kitchen cleanup is required. * Schedule meetings for conference rooms when requested. * Coordinate with catering services and order group meals when requested. * Coordinate with local property manager. * Be familiar with and coordinate servicing of office equipment including copier, overhead projector, plotter, and telephones. * Maintain and organize office, printing and plotting supplies and maintain an inventory list. * Assist in the preparation of marketing materials, including brochures, PowerPoint presentations and resumes. * Perform other related tasks as needed. Qualifications * High school diploma required. * College or University degree in business, construction, engineering or related fields is preferred. * Minimum Two years full-time experience as an administrative assistant is required. * Strong computer skills * Previous experience as a project coordinator in architecture, engineering, or construction is desirable. * Proficient with Microsoft Word, Excel, PowerPoint, Outlook, Adobe and Bluebeam software. 8 hours ago - save job - original job Apply On Company Site Other jobs you may like Facility Office Administrator Coherent, Inc. Santa Clara, CA 5 days ago Facility Office Administrator Coherent Germany Santa Clara, CA 5 days ago Office Administrator NRT West Inc San Jose, CA Realogy - 5 days ago Office Administrator HR jobs Milpitas, CA 14 days ago Easily apply Medical Office Administration Instructor ( Pa... Unitek College San Jose, CA 5 days ago Easily apply * Project Coordinator Office Administrator jobs in San Jose, CA * Project Coordinator Office Administrator salaries in San Jose, CA Let employers find you Thousands of employers search for candidates on Indeed Upload Your Resume