Project Administrator - II

About Us:

Avidex is a leading player in the audiovisual (AV) and IT integration industry, delivering cutting-edge solutions to a diverse range of clients. We pride ourselves on innovation, technical expertise, and a commitment to excellence. As we continue to expand, we are seeking a highly skilled and experienced Project Administrator - I I to join our dynamic team in the Fremont, California area.

What We Offer:

• Competitive compensation plan.
• Health, dental, and vision benefits.
• 401(k) retirement plan with match.
• 120 hours of PTO (accrued weekly)
• 10 Paid Holidays.
• 8 hours to volunteer on your favorite cause.
• Opportunities for professional growth and development.
• Collaborative and innovative work environment.

Position Overview

The Project Administrator - II provides essential administrative and operational support to the Systems Integration team, serving as the primary resource for all project-related administrative functions. This role supports the full project lifecycle, from initiation through closeout, ensuring smooth execution and coordination across teams.

This position involves a wide range of responsibilities, from routine tasks to more complex assignments delegated by the manager. The ideal candidate is detail-oriented, highly organized, and an effective communicator with a strong commitment to customer service. They also bring mentorship capabilities and a proactive approach to supporting both internal team members and external partners.

Requirements

• High School Diploma or GED
• Associate degree preferred
• Minimum of 4 years of experience in project administration or a related role.
• Prior experience in construction labor resource scheduling and job costing is highly desirable.
• Proficient in Microsoft Office Suite and PDF editing tools; experience with ERP and CRM systems is required.
• Excellent verbal and written communication skills, along with strong listening abilities.
• Highly organized with strong administrative skills; able to manage multiple tasks and deadlines independently.
• Demonstrated ability to mentor others and work effectively in a fast-paced, team-oriented environment.
• Capable of maintaining professionalism under pressure and managing stressful situations with composure.

Responsibilities

• Provide administrative and operational support to the project team, including project setup, document preparation, compliance tracking, and reporting.
• Schedule, assign, and track project labor resources as directed by management.
• Manage and coordinate project-related resources and assets.
• Facilitate subcontractor estimates, obtain quotes, process purchase order requests, and review invoices for manager approval.
• Support equipment checks, expedite product delivery, and manage non-stock material requests to ensure timely staging for installation.
• Assist in the preparation and tracking of change orders.
• Process equipment returns and support the coordination of advanced replacements.
• Organize and deliver owner’s manuals to customers as required.
• Collect project-related data for job billing and ensure timely and accurate billing processes.
• Ensure completion of project closeout procedures in accordance with company standards.
• Compile monthly revenue and billing forecasts from Project Managers and flag labor budget or WIP (Work in Progress) issues for management review.
• Oversee and maintain test equipment inventory and manage the checkout process.
• Train and mentor new team members on project management procedures and systems.
• Support OSHA compliance efforts, including reporting and adherence to workplace safety standards.

A Avidex is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, 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 believe that diverse perspectives enhance our organization and contribute to innovation, collaboration, and overall success.