Payroll Administrative Professional

Who We Are The Patriot Group is a fast-growing utility services company with a focus on supply and logistics, third party utility yard management, and fire safety services. Our company is based in San Diego county and is currently providing utility services throughout the state of California.
The Administrative Assistant will oversee the operational coordination and administrative support for all San Diego operations. This role is crucial in ensuring the smooth and efficient flow of work across departments by managing schedules, tracking job progress, overseeing inventory and equipment management, and ensuring accurate billing and invoicing. The objective of this role is to facilitate effective communication, streamline processes, and ensure successful execution of projects while maintaining a high standard of service and operational efficiency across all departments.
Carry out administrative duties such as filing, typing, copying, binding, scanning, data entry.
Serve as the first point of contact by answering and directing calls to the main office line.
Ensure on time delivery of equipment to yards in coordination with internal teams.
Maintain details of daily operations (traffic control, equipment, yard management, etc).
Ensure accurate tracking and invoicing of all projects, ensuring accurate reporting of hours worked, materials used, and expenses incurred.
Maintain up-to-date client profiles and job-related details to support billing and ensure invoices are sent out promptly.
Responsible for assisting with inventory and supply requirements and purchasing for utility yards.
Assist with vehicle and equipment management including maintenance logs, reports, owned/rented equipment, hours used, projects assigned to, etc.
Assist in work assignments, scheduling, and reviewing weekly hours for personnel in payroll portal.
Process biweekly and weekly payroll for employees across departments.
Maintain and update payroll records, including new hires, terminations, and changes in pay.
Support administrative tasks of onboarding, time off requests and other HR needs.
Provide admin support for special projects such as marketing or community outreach.
Assist with daily print shop operations, including production, equipment support, and order fulfillment.
Monitor apparel inventory and assist with ordering, stocking, and recordkeeping.
Proficient in Microsoft Office Suites including Excel, Outlook, and Word.
Strong customer service and organizational skills.
Accurate tracking of labor, materials, and project costs
Knowledge of budgeting, invoicing, and financial accuracy
Ability to maintain organized client and project records
Skilled in resolving vendor billing or material issues
Proficiency with project management and tracking software
Proficient in Microsoft Office Suites including Excel, Outlook, and Word.
Strong customer service and organizational skills.
Accurate tracking of labor, materials, and project costs
Knowledge of budgeting, invoicing, and financial accuracy
Ability to maintain organized client and project records
Skilled in resolving vendor billing or material issues
Proficiency with project management and tracking software
High school diploma or GED required

• Associate’s degree in Business Administration, Project Management, Construction Management, or a related field preferred
• Additional coursework or certification in project coordination, scheduling, or traffic control is a plus
• 2–4 years of experience in project coordination, scheduling, or operations support
• Experience in construction, utilities, traffic control, or field‑service environments strongly preferred
• Hands‑on experience with job tracking, cost monitoring, and invoicing
• Experience working with project management or scheduling software (e.g., ERP systems, dispatch tools, Excel‑based trackers)

Prolonged periods of sitting at a desk and working on a computer
Manual dexterity to operate a keyboard, mouse, and other office equipment
Visual acuity to read and interpret data on screens and documents
Occasional lifting of office supplies or files (usually under 20 pounds)
Ability to communicate clearly in person, over the phone, and via email