Construction - Office Assistant at Ultimate Staffing Services in San Marcos, California

Job Description:

We are seeking an experienced construction office assistant to oversee the daily operations of a restoration company. The ideal candidate will ensure the office runs smoothly and efficiently while supporting administrative, operational, and financial processes.



Day to day duties:

• Manage day-to-day office operations - including maintaining supplies, equipment, and overall organization.


• Coordinate schedules, appointments, and meetings for management and field teams.


• Ensure compliance with company policies, procedures, and industry regulations.


• Develop and implement efficient office systems to improve workflow and productivity.


• Process intake of claims and leads.


• Available after-hours and weekends on rotation with other team members.


• Assist with accounts receivable in collaboration with accounting staff.


• Handle recruitment, onboarding, and training for new office employees.


• Maintain employee records and oversee benefits administration.


• Promote a positive workplace culture and resolve employee concerns.


• Assist project managers with documentation, contracts, and permits when needed.


• Coordinate communication between clients, subcontractors, and internal teams.


• Perform due diligence on Vendors and Sub contractors.

Qualifications:

• Proven experience as an Office Manager, preferably in the construction industry.


• Knowledge of construction industry terminology and processes is a plus.


• Proficiency in office software (e.g., Microsoft Office Suite, QuickBooks, or similar).


• Familiarity with project management tools and systems is an advantage.

Experience required:

• Office Administrative experience 3+ years


• Construction administration experience a plus

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county , to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions. Apply Now