Construction Administrative Assistant

Fortis Fire & Safety•Orange, CA

2h•$25 - $28•Onsite

About The Position

The VFS Fire & Security (VFS) Orange, CA branch is seeking a detail-driven Construction Administrative Assistant to support our Fire/Life Safety construction projects with a strong focus on project billing, document control, and compliance tracking. This role is responsible for maintaining accurate project data across multiple systems, managing billing-related documentation, tracking change orders and purchase orders, and ensuring all required compliance documents are current and properly filed. This position is fully on-site and plays a critical role in keeping projects organized, auditable, and compliant with customer, contractual, and regulatory requirements.

Requirements

High School Diploma or GED
2+ years of construction administrative or project support experience, preferably in a trade environment (fire alarm, fire sprinkler, electrical, or similar)
Experience with pre-qualifications, contracts, project billing, prevailing wage/certified payroll and change order tracking.
High level of accuracy and attention to detail, especially with compliance-driven documentation and strong organizational skills: able to manage multiple priorities and follow up to closure (logs, approvals, missing docs).
Proficiency in CRM systems (Q360 preferred) and Microsoft Office Suite; comfort learning project platforms (often Procore/Textura or similar).
Ability to work independently while collaborating effectively with cross-functional teams.
Proficient in the use of computers and mobile devices
Professional written and verbal communication; able to coordinate with PMs, subcontractors, and vendors.
Ability to work 100% on-site as scheduled with regular, reliable attendance, with or without reasonable accommodation.

Responsibilities

Support project billing by preparing and tracking billing packages, progress billings, backup documentation, lien releases.
Create, track, and maintain purchase orders; monitor revisions and ensure alignment with approved scope and costs
Track and log change orders, including status, approvals, and impacts to billing and project records
Maintain project data entry and tracking across internal systems and project management platforms (e.g., job setup, cost codes, document uploads)
Manage and maintain project compliance documentation, including subcontractor prequalification’s, insurance certificates, and any required forms.
Ensure all project documentation is current, complete, and audit-ready, supporting internal and customer compliance requirements
Coordinate documentation with Project Managers, accounting, field teams, and customers
Assist with document control for contracts, drawings, specifications, permits, inspection records, and closeout packages
Support general administrative functions as needed