Administrative Assistant

Job Description

Job Description

Position Overview

Our client, a well-established construction company in San Diego, is seeking a dependable and organized Administrative Assistant to support daily office operations. This individual will play an important role in keeping the office running efficiently by providing administrative support to management, coordinating schedules, maintaining documentation, and assisting with communication between internal teams, vendors, subcontractors, and clients.

The ideal candidate is proactive, detail-oriented, and comfortable working in a fast-paced construction environment where priorities can shift throughout the day.

Key Responsibilities

• Provide day-to-day administrative support to management and the broader office team.
• Answer and direct incoming phone calls, greet visitors, and manage general office inquiries.
• Maintain electronic and physical filing systems, ensuring documents and records are organized and up to date.
• Assist with preparing, editing, and distributing correspondence, reports, spreadsheets, and other business documents.
• Coordinate meetings, appointments, calendars, and internal communications.
• Assist with construction-related documentation, including contracts, purchase orders, invoices, work orders, and project files.
• Communicate with vendors, subcontractors, clients, and internal departments to help coordinate information and follow up on outstanding items.
• Assist with data entry, tracking project information, and updating spreadsheets and internal databases.
• Support invoice processing, expense tracking, and general accounting-related administrative tasks as needed.
• Order office supplies, maintain office organization, and assist with general office coordination.
• Provide additional administrative support and special project assistance as business needs arise.

Qualifications

• 2+ years of experience in an administrative assistant, office coordinator, or similar support role.
• Previous experience in the construction, engineering, property management, or related industry is preferred.
• Proficiency in Microsoft Office Suite, particularly Outlook, Word, and Excel.
• Strong written and verbal communication skills with a professional and customer-service-oriented approach.
• Excellent organizational skills and attention to detail.
• Ability to multitask, prioritize responsibilities, and meet deadlines in a fast-paced environment.
• Comfortable communicating with employees, vendors, subcontractors, and external clients.
• Ability to work independently while also contributing to a collaborative team environment.

What Makes You Successful

You are a proactive, solutions-oriented administrative professional who enjoys keeping operations organized and running smoothly. You take ownership of your responsibilities, communicate effectively, and are comfortable wearing multiple hats in a busy construction office.