Administrative Assistant

Job Description Seeking a highly organized and detail-oriented Administrative Assistant with experience supporting construction, engineering, or project management teams. The ideal candidate will provide administrative support to project managers, estimators, superintendents, and office staff while ensuring documentation, scheduling, and project records are maintained accurately. This role requires strong communication skills, the ability to multitask in a fast-paced environment, and knowledge of construction terminology and processes. Key Responsibilities Provide administrative support to project managers and construction teams. Prepare, organize, and maintain project documentation, contracts, permits, insurance certificates, and subcontractor files. Coordinate meetings, schedules, and appointments for project staff. Process purchase orders, change orders, invoices, and subcontract agreements. Track project deadlines and assist with maintaining construction schedules. Manage incoming calls, emails, and correspondence with clients, vendors, subcontractors, and internal departments. Maintain accurate project files and document control systems. Assist with bid packages, proposals, and project closeout documentation. Coordinate material deliveries and communicate with vendors regarding orders and project requirements. Enter and update project information within company software and databases. Generate reports, spreadsheets, and presentations as needed. Support accounting functions by assisting with invoice tracking, lien releases, and payment documentation. Qualifications 3+ years of administrative experience in the construction industry preferred. Strong understanding of construction terminology, contracts, purchase orders, RFIs, and change orders. Proficient in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint). Experience working with construction software such as Procore, Sage, Viewpoint, Bluebeam, or similar platforms preferred. Excellent organizational and time management skills. Strong attention to detail and ability to manage multiple projects simultaneously. Professional written and verbal communication skills. Ability to work independently and collaboratively with project teams. 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. Job Reference: JN -102026-433364 Ultimate LLC