Administrative Assistant

Sunstall Inc.; San Diego (CA); On-site; USD 52,000 - 80,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k)

Paid time off

Job summary

AllSourceCo in San Diego is seeking an Office Operations Lead to oversee daily office functions and administer systems supporting leadership, project managers, and front office staff. You will drive efficiency by standardizing workflows and coordinating vendors, HR onboarding, and compliance documentation.

The role emphasizes hands-on project support, ability to operate independently, and strong organizational skills in a fast-paced construction environment.

Qualifications

• Proficiency in MS Office Suite (Word, Excel, PowerPoint) and familiarity with Canva and Miter.

Responsibilities

• Oversee day-to-day office operations and administrative systems.
• Coordinate ordering and organizing supplies (Office supplies, Amazon orders, Costco, RingCentral).
• Serve as primary point of contact for office vendors and service providers.
• Maintain organized systems for contracts, project files, permits, correspondence, and records.
• Support HR activities including onboarding/offboarding, training coordination, and policy tracking.
• Help maintain compliance-related documentation (licenses, certificates, training records).
• Ensure vehicle tracking and policy adherence.
• Lead internal projects to improve project execution and office support.
• Document and standardize workflows from kickoff to closeout and approvals.

Skills

Strong organizational skills

Multitasking

Clear communication

Confidentiality handling

Tools

MS Office Suite

Canva

Miter

Job description

RoleSummary:

TheOfficeOperationsroleisresponsibleforkeepingtheinternaloperationsoftheofficerunningsmoothlywhileleadingspecialprojectsandcontinuousimprovementinitiatives.Thisroleownsofficeoperations,administrativesystems,andassistswithinternalworkflowsandservesasakeysupportpartnertoleadership,projectmanagers,andthefrontoffice(accounting,etc..).

Theidealcandidateunderstandsthepaceandcomplexityofconstructionenvironmentsandenjoyscreatingstructure,systems,andefficienciesthatallowprojectteamstofocusonbuilding.

KeyResponsibilities:

Office&AdministrativeOperations:

• Overseeday-to-dayofficeoperations,includingbutnotlimitedto;
• Orderingandorganizing;
  • Officesupplies
  • Amazonorders
  • Costco
  • RingCentral
  • Distributeincomingmail
  • Celebrationandpartyplanning
  • SWAG
  • Computer/ITitems
  • Serveasprimarypointofcontactforofficevendors(OfficeCleaning,PropertyManagement,etc..),serviceproviders,utilities,andadministrativeneeds
  • Maintainorganizedsystemsforcontracts,projectfiles,permits,correspondence,andrecords
  • SupportHR,includingonboarding/offboarding,trainingcoordination,andpolicytracking
  • Helpmaintaincompliance-relateddocumentation(licenses,certificates,trainingrecords,etc.)
  • Ensurevehicletrackingandpolicyisbeingadheredto

SpecialProjects&ProcessImprovement:

• Leadinternaloperationalprojectsthatimprovehowprojectsareexecutedandsupported
• Identifyinefficienciesbetweenestimating,projectmanagement,fieldoperations,andtheoffice
• Documentandstandardizeworkflowssuchasprojectkickoff,handoffs,closeout,andinternalapprovals
• Implementandmanageconstruction-relatedtoolsorplatforms(projecttracking,documentation,SOPs)
• Createrepeatablesystemsthatsupportconsistentexecutionacrossmultiplejobs
• ImprovecommunicationflowbetweenthePMs,andtheoffice
• Anticipateoperationalneedsandproactivelyresolveissuesbeforetheyimpactprojects
• Supportoperationalscalingasprojectvolumeincreases
• Helpreinforceaprofessional,organized,andaccountablecompanyculture

KeyTraitsforSuccess:

• Thinkslikeanownerandtakesfullresponsibilityforoutcomes
• Process-mindedbutpractical—focusesonreal-worldimprovements,notbureaucracy
• Strongorganizationalandmultitaskingskillswithattentiontodetail
• Abilitytohandleconfidentiality
• Communicatesclearlywithbothofficeandfieldpersonnel
• Comfortableoperatingindependentlyandmakingdecisions
• Thrivesinafast-paced,changingenvironment

OtherQualifications/PhysicalRequirements:

• ProficiencyinMSOfficeSuite(Word,Excel,PowerPoint)andfamiliaritywithCanvaandMiter
• Mustbeabletoliftandcarryupto25pounds
• Mustbeabletosit,stand,anduseacomputerforextendedperiods
• Mayoccasionallybend,stoop,orreach

Schedule & Benefits:

• Schedule:Mon–Fri/Fullyonsite
• Benefits:Medical,dental,vision,401(k),andpaidtimeoff

WhyJoinAllSourceCo.?

AtAllSourceCo.youwillbepartofadynamicteamthatvaluesyourcontributionsandinvestsinyourprofessionalgrowth.Weoffercompetitivesalaries,benefits,andasupportiveworkenvironmentthatpromoteswork-lifebalanceandpersonaldevelopment.Ifyouarepassionateaboutpeopleandwanttocontributetoacultureofempowermentandrespect,