Administrative Coordinator

Ultimate Staffing is seeking a highly organized and proactive Administrative Coordinator to support daily office operations and communication between office staff, project managers, vendors, and clients. This role is ideal for someone who thrives in a fast-paced environment, enjoys multitasking, and can help keep projects and administrative functions running efficiently.

Key Responsibilities

• Provide administrative support to company leadership and overall office operations
• Coordinate project documentation, contracts, permits, change orders, and job files.
• Schedule meetings, inspections, subcontractors, and project-related appointments.
• Communicate with clients, vendors, suppliers, and subcontractors regarding project updates and documentation needs.
• Maintain accurate records, spreadsheets, and project tracking reports.
• Process invoices, purchase orders, and other project-related paperwork.
• Assist with bid packages, proposals, and contract administration.
• Monitor project deadlines and follow up on outstanding documentation.
• Answer and direct incoming phone calls, emails, and customer inquiries.
• Support employee onboarding paperwork and general office administration as needed.
• Order office supplies and assist with maintaining an organized office environment.
• Ensure all records are maintained accurately and in compliance with company procedures.

Qualifications

• 2+ years of experience in administrative coordination, project coordination, office administration, or similar roles.
• Construction, contracting, engineering, or related industry experience preferred.
• Strong proficiency in Microsoft Office Suite, particularly Outlook, Word, and Excel.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to prioritize multiple tasks and manage competing deadlines.
• High attention to detail and accuracy.
• Professional demeanor and customer-focused approach.

Preferred Skills

• Experience supporting construction projects and project managers.
• Knowledge of permits, contracts, change orders, and project documentation.
• Familiarity with construction management software is a plus.
• Ability to work independently while collaborating effectively with internal and external stakeholders.
• Strong problem-solving and follow-up skills.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.