Administrative Assistant (Commercial Construction)

Job Description

Job Description

Summary

We are representing a highly successful and well-established commercial striping contractor serving the San Diego area. The company specializes in professional striping and related services for commercial construction projects, including airports, parking facilities, and other large-scale infrastructure and commercial developments.

We are seeking a dependable, organized, and detail-oriented Administrative Assistant to support the company's day-to-day office operations. This position plays an important role in coordinating with field personnel, maintaining accurate payroll and project documentation, assisting with dispatch, and supporting the administrative requirements of commercial and Public Works construction projects.

The ideal candidate has experience working in a construction environment and understands the importance of accuracy, accountability, and timely follow-through. Familiarity with prevailing wage requirements, certified payroll, contract documentation, and construction-related administrative processes is highly valued.

This is an opportunity for an individual who takes pride in their work, enjoys being part of a collaborative team, and wants to contribute to the continued success of a respected commercial construction organization.

Duties & Responsibilities

Payroll & Labor Compliance

• Assist with weekly payroll processing, including collecting, reviewing, and verifying employee timecards, hours worked, overtime, and other payroll-related information.
• Maintain accurate payroll records and communicate with field supervisors and employees to resolve discrepancies or missing information.
• Support certified payroll preparation, submission, and recordkeeping for applicable Public Works projects.
• Assist with prevailing wage compliance, including reviewing applicable wage classifications, rates, and labor documentation.
• Maintain organized labor compliance records and assist with the timely completion of required project documentation.
• Coordinate with internal personnel and external parties to obtain necessary payroll and compliance information.

Construction Administration & Contract Support

• Review, organize, and maintain construction contracts, subcontracts, purchase orders, and other project-related documentation.
• Assist with identifying key contract requirements, deadlines, and administrative obligations.
• Support project documentation, including work orders, change orders, invoices, and other records as assigned.
• Maintain accurate digital and physical filing systems for employee, project, and contract records.
• Assist management and project personnel with administrative tasks related to active commercial construction projects.
• Ensure sensitive company, employee, and client information is handled with discretion and confidentiality.

Dispatch & Field Operations

• Coordinate daily dispatch activities, communicating schedules, job assignments, locations, and operational updates to field crews.
• Assist in coordinating personnel, equipment, and resources to support timely project execution.
• Communicate professionally with field employees, project managers, customers, general contractors, and other stakeholders.
• Respond to scheduling changes, jobsite updates, and operational needs in a timely and organized manner.
• Maintain accurate dispatch records and ensure relevant information is communicated to the appropriate team members.

General Administrative Support

• Provide day-to-day administrative support to office management and operations.
• Answer phones, respond to emails, and assist with internal and external communications.
• Enter, update, and maintain information in company systems, spreadsheets, and other administrative platforms.
• Assist with tracking deadlines, coordinating documents, and following up on outstanding items.
• Support a professional, organized, and productive office environment.
• Perform additional administrative and operational duties as needed.

Qualification & Requirements

Required Qualifications

• 2+ years of experience in an administrative, office coordination, or related role, preferably within the commercial construction industry.
• Prior experience supporting construction operations, project administration, payroll, or field personnel.
• Strong attention to detail and the ability to maintain accurate records and documentation.
• Excellent organizational and time-management skills, with the ability to prioritize multiple responsibilities in a fast-paced environment.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, particularly Excel, Outlook, and Word.
• Ability to work independently, exercise sound judgment, and follow through on assigned tasks.
• Demonstrated reliability, punctuality, professionalism, and a strong work ethic.
• Ability to maintain confidentiality when handling payroll, employee, and company information.

Preferred Qualifications

• Experience working for a commercial contractor, subcontractor, civil contractor, striping contractor, or similar construction-related organization.
• Experience with payroll processing, timekeeping systems, or construction labor tracking.
• Working knowledge of California prevailing wage requirements and Public Works construction.
• Familiarity with certified payroll reporting and labor compliance documentation.
• Experience reviewing construction contracts, subcontracts, purchase orders, or project agreements.
• Prior dispatch, scheduling, or coordination experience involving field crews, equipment, or jobsite operations.
• Familiarity with construction management software, accounting platforms, payroll systems, or project documentation tools.
• Knowledge of California Department of Industrial Relations (DIR) requirements and applicable labor compliance procedures.
• Bilingual English/Spanish communication skills are a plus.

Education & Experience

• High school diploma or equivalent required.
• Associate degree in Business Administration, Construction Management, Accounting, or a related field is a plus, but not required.
• Relevant hands-on construction administration experience may be considered in place of formal post-secondary education.
• Candidates should demonstrate the ability to learn company-specific systems, procedures, and compliance requirements. What We're Looking For We are looking for someone who takes ownership of their responsibilities and understands that administrative accuracy directly impacts the success of construction operations. The successful candidate will be dependable, proactive, and comfortable communicating with both office and field personnel.

This individual should be someone who:

• Shows up consistently, follows through on commitments, and can be trusted with important responsibilities.
• Is comfortable working with numbers, documentation, deadlines, and multiple priorities.
• Is willing to ask questions, learn new processes, and take initiative when something needs attention.
• Works well as part of a team and maintains a positive, professional attitude.
• Understands that accuracy in payroll, dispatch, and compliance documentation is essential to the company's operations.

Employment Type: Full time Location: San Diego, CA