Job Information
Jacobs Project Administrative Assistant in Honolulu, Hawaii
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 support 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.
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.
Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.