Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support construction-related operations and departmental coordination in Anaheim, California. This Long-term Contract position will help keep project paperwork, financial records, and daily administrative activities organized, accurate, and on schedule. The role is well suited for someone who can balance detailed documentation, communication with multiple stakeholders, and fast-moving deadlines in a structured office environment.

Responsibilities:
• Coordinate administrative activities for construction and capital improvement projects, ensuring documents move efficiently through review and approval processes.
• Prepare, organize, and maintain records such as bid notices, completion documentation, contract files, and other project-related materials.
• Process invoices from contractors, consultants, and vendors, confirm required information is complete, and route items for timely authorization.
• Monitor payment and documentation status, following up with internal teams to help prevent delays and resolve outstanding issues.
• Support budget and expense tracking by compiling project cost information, consultant spending details, reconciliations, and related payment records.
• Create, update, and distribute reports covering operational activity, expenditures, and project documentation for department staff and leadership.
• Provide day-to-day administrative support by preparing correspondence, assembling meeting materials, handling mail, and assisting with scanning, copying, and filing.
• Serve as a point of contact for internal departments, contractors, consultants, and project staff by responding to inquiries and sharing accurate information.
• Maintain organized electronic and physical filing systems so records remain accessible for audits, compliance reviews, and project closeout needs.• At least 2 years of experience in administrative support, office coordination, or a similar business support role.
• Demonstrated ability to manage data entry, document control, and general administrative office tasks with strong accuracy.
• Experience handling inbound calls, written correspondence, and routine receptionist or front-office responsibilities.
• Strong organizational skills with the ability to prioritize multiple assignments and meet time-sensitive deadlines.
• Proficiency in preparing reports, tracking information, and maintaining complete and orderly records.
• Effective communication skills and the ability to work with cross-functional teams, vendors, and external partners.
• High attention to detail and sound judgment when processing documentation, invoices, and confidential information.