Administrative Assistant

Administrative Assistant / Construction Project Administrator

PrideStaff is partnering with a premier specialty contractor seeking a sharp, organized, and proactive Administrative Assistant to support daily office and construction project administration.

Reporting directly to the Office Manager, you will serve as a hub of communication and workflow tracking across bid management, compliance, certified payroll, and project closeouts. This is an excellent opportunity for an administrative professional looking to leverage their organizational skills in a fast-paced, collaborative team environment.

Key Responsibilities

1. Project & Compliance Administration

• Preliminary Notices: File, track, and log preliminary notices and set up supply house accounts for new projects.
• Certified Payroll & Public Works: Submit DAS 140 forms, collect subcontractor CPRs, upload certified payroll reports to the California DIR website, and distribute confirmations to General Contractors.
• Licensing & Prequalification: Order and track municipal business licenses; submit prequalification applications and track fingerprinting requirements for school districts and public entities.
• Project Documentation: Prepare Emergency Action Plans (EAPs), track quality/safety meeting minutes, update website project media, and maintain start-up/close-out checklists.

2. Bid & Closeout Support

• Bidding Coordination: Maintain master bidding spreadsheets; issue bi-weekly bid result follow-ups to General Contractors (and within 24 hours for prevailing wage projects).
• Document Handling: Organize plan bins, manage plan printing/delivery logistics, and handle project closeout submittals (As-Builts, O&M manuals, and Warranties).

3. Reception & General Office Operations

• Manage incoming phone lines via Grasshopper, screen sales calls, and direct callers efficiently.
• Receive deliveries, monitor inventory (shirts/vests/hats), and reorder office supplies weekly.
• Maintain, update, and distribute master project contact lists across internal and external teams.
• Scan, file, and maintain digital archives in OneDrive.
• Assist in coordinating company holiday parties, gift distributions, and seasonal employee events.

Requirements & Qualifications

• Software Proficiency: Strong proficiency in Microsoft Excel, Word, Outlook, OneDrive, Bluebeam, and GoCanvas (or similar cloud form applications).
• Technical Skills: Comfortable navigating Windows Explorer and managing digital file hierarchies.
• Certifications: Certified Notary Public strongly preferred / required.
• Communication & Attitude: Outstanding verbal and written communication, a high degree of patience, a strong willingness to learn, and a positive team-oriented attitude.

Why Work with PrideStaff?

At PrideStaff, we connect talented professionals with top-tier local employers. As a PrideStaff candidate, you'll enjoy dedicated support throughout the hiring process, competitive pay, and access to career advancement opportunities.

Compensation / Pay Rate (Up to): $18.00 - $25.00