Administrative Assistant

Administrative Assistant

Location: San Francisco, CA

Schedule: Monday–Friday, 7:00 AM–4:00 PM (Onsite)

Employment Type: Temporary-to-Hire

Compensation: $55,000–$66,000 annually

About the Opportunity

We are seeking a professional and dependable Administrative Assistant to join our team and provide critical support across office operations, project administration, human resources, and accounting functions. This position became available due to the retirement of a long-tenured employee and offers the chance to become a valued member of a collaborative, close-knit team.

The ideal candidate is highly organized, customer-service driven, and eager to learn. This role offers excellent long-term growth potential, including exposure to Accounts Payable, Accounts Receivable, Payroll, and other accounting responsibilities through hands-on training and cross-departmental support.

Responsibilities

• Administrative & Front Office Support
• Serve as the primary point of contact for incoming calls, visitors, and general office inquiries.
• Monitor shared company email inboxes and incoming mail correspondence.
• Maintain organized electronic and physical filing systems, including scanning and document management.
• Ensure office and common areas remain well-stocked, organized, and professional.
• Coordinate with vendors and service providers for office maintenance, equipment repairs, janitorial services, and other operational needs.
• Maintain and renew business licenses and company registrations as required.
• Prepare estimate requests and enter project information into company systems.
• Assist with project startup and administrative processes, including: Preliminary Notices, Project setup and job entry, and Project file maintenance
• Foreman reports and project documentation
• Support project billing and administrative activities.
• Generate and distribute weekly operational and project reports.
• Perform accurate data entry across multiple software platforms.
• Maintain company records and ensure information is updated regularly.
• Utilize Microsoft Excel to organize, sort, track, and summarize data.
• Assist with new hire onboarding and first-day employee paperwork.
• Support applicants during the application process.
• Coordinate annual safety trainings and facility compliance activities.
• Provide payroll-related support and backup administrative assistance as needed.
• Assist with invoice coding, documentation, and accounting-related administrative functions.
• Provide backup support for: Accounts Payable, Accounts Receivable, Payroll, and Contract Administration
• Support accounting processes and gain exposure to additional financial responsibilities over time.

Qualifications

• Minimum of 3 years of administrative support experience.
• Strong communication and customer service skills.
• Exceptional organizational abilities and attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Experience utilizing databases, document management systems, and business software.
• Construction industry experience.
• Experience supporting accounting functions such as Accounts Payable, Accounts Receivable, Payroll, or invoice processing.
• Familiarity with project administration and construction-related documentation.
• Bilingual English/Spanish skills are a plus.

Benefit offerings include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and 401K plan. Our program provides employees the flexibility to choose the type of coverage that meets their individual needs. Available paid leave may include Paid Sick Leave, where required by law; any other paid leave required by Federal, State, or local law; and Holiday pay upon meeting eligibility criteria.