Project Administrative Assistant

Project Administrative Assistant at Jacobs

At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery, and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good.

Your impact

Thriving communities. Healthy cities. Diverse experience. A brighter future. Continuous learning and growth. What we do is more than delivering projects; we work every day to make the world better for everyone. If you want to join a company invested in you, your success and the global community, join us as a Project Administrative Assistant.

As a vital member of our Honolulu-based Transportation team, you’ll support a major rail transit program by providing day-to-day project coordination and administrative support to program leadership and project management staff. You’ll help keep the program moving by organizing information, tracking actions, coordinating communications, and supporting high-volume invoice and subcontract administration workflows.

In this role, you’ll partner with project managers, technical staff, and teaming partners to improve consistency and timeliness across routine administrative and Project Administrative Assistant activities—especially monthly invoicing cycles and annual subcontract contract extensions/renewals. You’ll work with minimal supervision, manage competing priorities, and handle sensitive information with discretion and professionalism.

Join us and we’ll assist in continuing the development of your skills and exploring all that you can do across our global company.

Here's what you'll need

• High school diploma or equivalent (additional coursework or degree preferred)
• 5+ years of professional administrative and/or project coordination experience
• Demonstrated proficiency with Microsoft Office (Outlook, Excel, Word, Teams) and strong spreadsheet skills for trackers and reporting
• Experience supporting invoicing workflows and/or subcontract/consultant coordination (tracking, follow-up, document management) with strong attention to detail
• Ability to manage high-volume communications (email/Teams), maintain organized records, and meet recurring deadlines in a fast-paced environment
• Strong interpersonal and communication skills; ability to work effectively with internal teams and external partners
• Ability to handle confidential information and use sound judgment while working with minimal supervision
• Honolulu-based availability with daily in-office presence at the client office in Downtown Honolulu during normal business hours due to program and client needs

Ideally, You Also Have

• Experience supporting an engineering, architecture, or construction (A/E/C) organization or professional services environment (engineering industry experience)
• Familiarity with project accounting concepts (timesheets, charge codes, commitments/POs) and invoice review/coordination processes
• Experience supporting large, multi-year public-sector programs with multiple teaming partners and parallel workstreams
• Experience building repeatable administrative practices (templates, checklists, trackers, standardized communications) that improve cycle time and reduce rework
• Strong meeting coordination skills (agenda/materials, action-item tracking, minutes as requested) and comfort supporting client-facing interactions
• Experience with document control and maintaining well-organized digital filing systems for audits and compliance
• Notary Public (State of Hawaii) certification preferred, or willingness to obtain within 3–6 months of hire

Our health and welfare benefits are designed to invest in you, and in the things you care about. Your health. Your well-being. Your security. Your future. Employees have access to medical, dental, vision and basic life insurance, 401(k) plan, paid time off (allocated plans start date 17 days per calendar year), seven paid holidays, and caregiver leave and the ability to purchase company stock at a discount as well as legally mandated benefits.

The base salary range for this position is $52,800.00 to $82,500.00; though will be paid hourly based on hours worked. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. Job posted on February 11, 2026. This position will be open for at least 3 days.

Onsite employees are expected to attend a Jacobs Workplace on a full-time basis, as required by the nature of their role.

Your application experience is important to us, and we’re keen to adapt to make every interaction even better. If you require further support or reasonable adjustments with regards to the recruitment process (for example, you require the application form in a different format), please contact the team via Careers Support.

Key skills/competency

• Administrative Support
• Project Coordination
• Microsoft Office Suite
• Invoicing Workflows
• Subcontract Administration
• Document Management
• Communication Skills
• Record Keeping
• Attention to Detail
• Time Management