Administrative Assistant

AppleOne Employment Services; Benicia (CA); On-site; USD 34,000 - 41,000; Full time

Job summary

AppleOne Employment Services in Benicia, CA seeks an Administrative Assistant to support residential and commercial construction projects. This temp-to-hire role focuses on organizing project records, coordinating with PMs/PCs, and ensuring smooth documentation and billing processes.

Ideal candidates are detail-oriented, able to manage multiple priorities, and comfortable using Microsoft Office and digital project files in a collaborative office setting.

Qualifications

• 1–2 years of administrative, clerical, or project support experience.
• Strong organizational skills with attention to detail and follow-through.
• Comfortable with digital documents, project files, databases, and office systems.
• Ability to communicate professionally by email, phone, and in person.
• Strong time management and ability to handle multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office or similar software.
• Ability to work collaboratively with project teams, subcontractors, and vendors.

Responsibilities

• Assist with project setup, file organization, contact lists, databases, and ongoing project documentation.
• Maintain project information, including drawings, specifications, photos, RFIs, submittals, change orders, and related records.
• Track outstanding documents and follow up with subcontractors, vendors, Project Managers, and Project Coordinators as needed.
• Support subcontractor contracts, purchase orders, insurance documentation, bid invitations, and project correspondence.
• Help prepare meeting agendas, meeting minutes, billing support documents, punch lists, warranties, O&M manuals, and closeout files.

Skills

Administrative support

MS Office proficiency

Communication skills

Time management

Organizational skills

Team collaboration

Job description

Job Summary

We are seeking an Administrative Assistant for a temp-to-hire opportunity in Benicia, CA, supporting residential and commercial construction projects. This role is ideal for a detail-oriented administrative professional who enjoys staying organized, communicating with multiple teams, and helping construction projects move forward smoothly.

As an Administrative Assistant, you will work closely with Project Managers and Project Coordinators to maintain accurate project records, organize documentation, support subcontractor communication, and assist with day-to-day project administration. This is a strong opportunity to build your construction administrative support experience in a collaborative office environment with hands-on exposure to project coordination, documentation, billing support, and closeout processes.

This role offers the chance to join a supportive team environment where organization, follow-through, communication, and teamwork are valued. Candidates who enjoy learning, staying on top of details, and contributing to project success will find this position rewarding.

Key Responsibilities

• Assist with project setup, file organization, contact lists, databases, and ongoing project documentation.
• Maintain project information, including drawings, specifications, photos, RFIs, submittals, change orders, and related records.
• Track outstanding documents and follow up with subcontractors, vendors, Project Managers, and Project Coordinators as needed.
• Support subcontractor contracts, purchase orders, insurance documentation, bid invitations, and project correspondence.
• Help prepare meeting agendas, meeting minutes, billing support documents, punch lists, warranties, O&M manuals, and closeout files.

Compensation and Benefits

• Pay range: $25.00 to $30.00 per hour.
• Job type: Temp-to-hire.
• Location: Benicia, CA.

Required Qualifications and Skills

• 1 to 2 years of administrative, clerical, project support, or related office experience.
• Strong organizational skills with excellent attention to detail and follow-through.
• Comfortable working with digital documents, project files, databases, and office systems.
• Ability to communicate professionally by email, phone, and in person.
• Strong time management skills and the ability to handle multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office or similar business software.
• Ability to work collaboratively with project teams, subcontractors, and vendors.

Preferred Qualifications

• Prior administrative support experience in construction, architecture, engineering, subcontracting, or a project-based office environment.
• Familiarity with construction project management software.
• Experience supporting RFIs, submittals, change orders, purchase orders, insurance certificates, billing documents, or closeout packages.
• Interest in growing within construction administration, project coordination, or operations support.

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here: https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here: https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.