Job Details

Administrative Assistant

We are representing a highly respected and growing commercial construction general contractor with a strong presence throughout Southern California. Our client specializes in delivering high-quality ground-up construction projects across a diverse range of commercial sectors, including financial institutions, healthcare facilities, religious organizations, education, and other complex commercial developments. Known for their commitment to quality, integrity, and long-term client relationships, they are seeking an experienced Administrative Assistant to help the VP with many office-related tasks. This is a remote-based position for candidates located anywhere in California, Nevada, or Pacific Northwest. This individual must be able to manage multiple priorities in a fast-paced environment.

Duties & Responsibilities

• Provide comprehensive administrative support to project management teams
• Prepare, format, and manage project documentation including reports, correspondence, submittals, proposals and agreements
• Maintain organized electronic and physical filing systems for projects, contracts, and technical records
• Assist with project document control and distribution
• Coordinate scheduling of daily field work activities
• Support proposal preparation efforts, including assembling qualification packages and bid documents
• Process incoming and outgoing correspondence, phone calls, and emails professionally
• Assist with invoicing, expense tracking, and basic accounting or billing support as needed
• Interface with clients, vendors, subcontractors, and internal staff in a professional and courteous manner
• Perform general office management tasks such as ordering supplies, coordinating office needs, and supporting day-to-day operations
• Ensure compliance with company procedures, project requirements, and confidentiality standards

Qualifications & Requirements

• Minimum of 3–5 years of administrative experience within a construction, engineering, or related professional services environment
• Prior experience supporting project managers, engineers, or construction teams is strongly preferred
• High school diploma or equivalent required; associate's degree or higher is a plus
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Sharepoint); experience with document management or construction software is a plus
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent written and verbal communication skills
• High attention to detail and accuracy, particularly with technical and project-related documentation
• Professional demeanor with strong interpersonal and customer service skills
• Ability to work independently while also contributing effectively within a team environment
• Familiarity with construction or engineering terminology, workflows, and project lifecycles preferred