Administrative Assistant

360 Fire & Flood•Irvine, CA

About The Position

We are seeking a proactive and detail-oriented Administrative Assistant to provide administrative and clerical support to the construction team. The role helps ensure efficient day-to-day office operations and project activities, including document control, data entry, schedule and budget tracking assistance, and general office support. The position also coordinates with project managers, field staff, suppliers, and clients, and requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.

Requirements

High school diploma or equivalent.
At least 1 year of experience as an administrative assistant.
At least 1 year of experience working in a customer service environment.
Excellent organizational and communication skills.
Ability to work independently and collaboratively in a fast-paced environment.
Attention to detail and analytical thinking skills.

Nice To Haves

Knowledge of the construction industry.

Responsibilities

Support Project Managers with project documentation, including submittals, RFIs, schedules, and logs.
Assist with preparing, distributing, and tracking purchase orders, change orders, and related documentation.
Maintain organized digital project files, ensuring accuracy and version control.
Provide administrative support to field teams.
Answer phones promptly and professionally.
Manage calendars, schedule meetings, send reminders, and assist with preparing presentations and meeting materials.
Coordinate corporate and personal travel, including flights, hotel accommodations, and rental cars.
Assist with tracking expenses, gathering supporting documents, and coordinating invoices related to projects or events.
Perform other duties as assigned.