Administration Assistant Operations

Rainbow Waterproofing & Restoration Co.; San Francisco (CA); On-site; USD 52,000 - 68,000; Full time

Job summary

Rainbow Waterproofing & Restoration Co. is seeking an organized Operations Administrative Assistant to support field and operations teams from an office base.

You will manage jobsite documentation, safety paperwork, and employee records while maintaining accurate internal tracking systems and supplies. The role emphasizes proactive scheduling, deadline-driven processes, and proficiency with Microsoft 365 and Adobe Acrobat to keep forms, reports, and training records up to date.

Qualifications

• Strong organizational skills and attention to detail.
• Ability to manage paper and digital filing systems accurately.
• Experience with forms, scanned documents, and basic office software.
• Comfortable meeting recurring deadlines and prioritizing tasks.

Responsibilities

• Prepare, organize permit signs and jobsite materials.
• Support safety meetings by preparing forms and maintaining records.
• Scan and file project paperwork including training cards and safety forms.
• Maintain weekly paperwork processes for folders and digital records.
• Organize personnel documentation and onboarding materials.
• Coordinate and track tags by job and route packets to teams.
• Assist with device setup and IT coordination.
• Monitor office and field supplies and order materials.

Skills

Organizational skills

Attention to detail

Paper & digital filing

Time management

Tools

Microsoft 365

Adobe Acrobat

Job description

We are seeking a highly organized and detail-oriented Operations Administrative Assistant to support our operations teams. This position plays an important role in keeping jobsite documentation, safety paperwork, employee records, supplies, and internal tracking systems accurate and up to date.

The ideal candidate is dependable, proactive, comfortable handling recurring deadlines, and able to keep multiple administrative processes moving smoothly.Proficient with Microsoft 365 suite and Adobe Acrobat.

What You’ll Do:

• Prepare, print, laminate, and organize permit signs, placards, photos, and jobsite binder materials.
• Support monthly safety meetings by preparing forms, uploading materials, printing documents, and maintaining training records.
• Scan, upload, verify, and file project paperwork, including training cards, sign-in sheets, medical forms, JHAs, dailies, safety meetings, and inspection forms.
• Maintain weekly paperwork processes for foremen folders, job folders, timecard folders, on-site folders, and shared digital folders.
• Organize personnel documentation such as new employee packet materials, time-off forms, notes to file, and other required records.
• Coordinate and track T&M tags by job, verify supporting documentation, update tracking sheets, and route completed packets to the appropriate team member.
• Assist with device setup and technology tracking, including onboarding information, serial number records, and coordination with IT.
• Monitor office and field supplies, including copier paper, daily books, T&M books, safety forms, inspection forms, apparel, and other commonly used materials.

What We’re Looking For:

• Strong organizational skills and excellent attention to detail.
• Ability to manage both paper and digital filing systems accurately.
• Comfortable working with forms, scanned documents, shared folders, spreadsheets, and basic office technology (Microsoft 365 Suite and Adobe Acrobat).
• Ability to prioritize recurring weekly and monthly tasks while responding to time-sensitive requests.
• Clear communication skills and a willingness to follow established procedures.
• Dependable, discreet, and professional when handling personnel, safety, and company records.
• Previous administrative, construction office, field operations, safety documentation, or project support experience is helpful but not required.

Work Environment:

This is an office-based role that supports field crews, foremen, operations staff, safety administration, and project documentation needs. The position involves regular printing, scanning, filing, supply organization, database updates, and coordination across calendars, job folders, and internal tracking systems.

Reports To:

Operations Manager / Office Manager

Status:

Full-Time

Location:

Office / Operations Department