Administrative Assistant

360 Fire & Flood; Irvine (CA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Health insurance

Dental insurance

Vision insurance

Paid time off

Job summary

360 Fire & Flood is seeking an Administrative Assistant to provide essential office and project support in Irvine, California. The role focuses on document control, data entry, scheduling, and budget tracking to keep construction projects on track.

The ideal candidate has 1+ years of administrative experience, strong organizational skills, and the ability to work independently in a fast-paced environment with strong communication abilities.

Qualifications

• High school diploma or equivalent is required.
• 1+ years as administrative assistant experience.
• 1+ years in a customer service environment.
• Knowledge of the construction industry is preferred.

Responsibilities

• Supports Project Managers with project documentation, including submittals, RFIs, schedules, and logs.
• Assists with preparing, distributing, and tracking purchase orders, change orders, and related documentation.
• Maintains organized digital project files, ensuring accuracy and version control.
• Provide administrative support to field teams.
• Answer phone(s) 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.

Skills

Organizational skills

Communication

Independent work

Team collaboration

Education

High school diploma or equivalent

Tools

MS Office

Job description

Overview

We are seeking a proactive and detail-oriented Administrative Assistant to join our team! The Administrative Assistant will provide administration and clerical support to the construction team, ensuring efficient day-to-day operations of the office and project activities. Primary responsibilities include document control, data entry, schedule and budget tracking assistance, and general office support. This role assists with coordination between project managers, field staff, suppliers, and clients. The position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.

Key Responsibilities and Duties

• Supports Project Managers with project documentation, including submittals, RFIs, schedules, and logs.
• Assists with preparing, distributing, and tracking purchase orders, change orders, and related documentation.
• Maintains organized digital project files, ensuring accuracy and version control.
• Provide administrative support to field teams.
• Answer phone(s) promptly and in a professional manager.
• 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.

Qualification s:

• Education
• • High school diploma or equivalent (required).
• Experience
• • 1+ years as administrative assistant.
  • 1+ years working in customer service environment.
  • Knowledge of construction industry (preferred).
• Skills
• • Excellent organizational and communication skills.
  • Ability to work independently and collaboratively in a fast-paced environment.
  • Attention to detail and analytical thinking skills.

Benefits:

• 401(k)
• 401(k) matching
• Health,
• Dental
• Vision insurance
• Paid time off

360 Fire & Flood is an Equal Opportunity Employer committed to providing a workplace free from discrimination or harassment. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion, national origin, sexual orientation, marital status, veteran status, or disability status, or any other status protected by the laws or regulations in the locations where we operate.