Project Administrator/ Administrative Specialist

Project Administrator/ Administrative Specialist


San Jose, CA

Job Status

Full Time

Come join our team at WMH Corporation! We are a leading transportation civil engineering firm located in the San Francisco Bay Area in search of a full-time experienced Project Administrator/Administrative Specialist that will be working closely with our Business Operations Manager and Project Managers.

Primary Responsibilities - Project Administrator (70%)

Support Project Managers in the administrative duties of Project Management, for example,
  • Assist with budget management for various projects
  • Review and prepare contracts
  • Review all invoices and change orders associated with the project
  • Review and maintain contract compliant certificates of insurance for various projects and clients
  • Manage monthly subconsultant invoice cycle (invoice review, data entry, preparing invoices, etc.)
  • Assist with print production projects, including plan sets, proposals, public outreach mailings, etc.

Primary Responsibilities - Administrative Specialist (30%)

  • Conduct frequent meetings with the office leadership and with all staff to convey office, region, and company information
  • Ensure all site management and operations practices comply with standards, e.g., Covid Procedures, Safety, etc.
  • The candidate will have overall responsibility for the office including the maintenance and operations, workplace safety, and contract services.
  • Maintain general office supply inventory, place orders for various business centers, searching of needed items, disbursing orders upon delivery to appropriate ordering party, and applying costs to proper business center
  • Achieve cost savings through maximizing utilization of suppliers, preferred vendors/contractors and identify additional efficiency opportunities for the office
  • Preparing expense reports
  • Assist with new employee onboarding
  • Event planning (meetings, training seminars, team building events, etc.)


  • Degree or Equivalent Relevant Work Experience in the A/E/C industry (5+ Years)
  • Experienced in Microsoft Office (Word, Excel, PowerPoint, Outlook)
  • Knowledge of QuickBooks and/or Adobe Creative Suite (Photoshop, Illustrator, InDesign) is a big plus
  • Taking initiative, task prioritization, with little supervision in a fast-paced environment
  • Accounting experience and the ability to plan and manage financials within budget and time constraints
  • Enjoys working with numbers and has strong math skills
  • Attention to detail to bring our client’s the highest quality deliverables
  • Excellent time management skills
  • Communicates and engages all strata of staff
  • Solutions oriented

The Company

WMH Corporation provides professional project management and design services for Caltrans and transportation agencies throughout California.

Our skills have been proven by the successful completion of numerous transportation projects for state and local agencies. These projects include planning, preliminary engineering, final design and construction support services for new roadway alignments, roadway widening and extensions, interchanges and intersections, roadway rehabilitation, toll plaza improvements, airport infrastructure, local road improvements, transit, truck and bicycle and pedestrian facilities in a variety of geographic and environmental settings.