Administrative Assistant

Job Description

Job Description

We are looking for a detail-oriented and organized Administrative Assistant to join our team in Vacaville, California. In this Contract-to-permanent role, you will provide essential administrative, project, and operational support to ensure the seamless functioning of office and field operations. The ideal candidate will possess exceptional organizational skills, a proactive approach, and the ability to manage multiple tasks efficiently.

Responsibilities :

• Coordinate office and field operations by managing supplies, deliveries, and equipment maintenance.
• Oversee facility services such as cleaning, pest control, fire inspections, security access, and alarm permits.
• Manage various vendor services, including copiers, shredding services, and water deliveries, ensuring timely invoicing and payments.
• Handle incoming calls, greet visitors, and direct inquiries to the appropriate team members.
• Organize and maintain project documentation in systems like ProjectSight, including contracts, submittals, RFIs, and change orders.
• Ensure accurate alignment of project data between management systems to maintain budgets and documentation.
• Facilitate project closeout processes, including compiling O& M manuals, warranties, and as-built documentation.
• Administer training sessions, track attendance, and assist with meeting coordination and correspondence.
• Collaborate with internal teams and external partners to manage system access and permissions.
• Support warehouse and prefab teams in coordinating material deliveries and staging requirements.
• Proven experience in administrative roles, preferably in office or project management.
• Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
• Proficiency in using project management tools such as ProjectSight or similar systems.
• Excellent communication skills for handling calls, visitors, and inquiries professionally.
• Ability to maintain accurate and organized digital and physical filing systems.
• Familiarity with vendor management and coordination of facility services.
• Knowledge of project documentation processes, including contracts, RFIs, and change orders.
• Proficiency in data entry and ensuring alignment across various systems.