Administrative Assistant

The Patriot Group; San Diego (CA); On-site; USD 45,000 - 70,000; Full time

Job summary

The Patriot Group seeks an Administrative Assistant to oversee operational coordination and provide administrative support for San Diego operations. The role manages schedules, tracks job progress, oversees inventory and equipment management, and ensures accurate billing and invoicing to support efficient project execution.

In this role you will coordinate with internal teams for on-time equipment delivery, maintain client profiles, assist with payroll and HR tasks, and support special projects

Qualifications

• Proficiency in administrative tasks including filing, data entry, and document management.

Responsibilities

• Carry out administrative duties such as filing, typing, copying, binding, scanning, data entry.
• Serve as the first point of contact by answering and directing calls to the main office line.
• Ensure on time delivery of equipment to yards in coordination with internal teams.
• Maintain details of daily operations (traffic control, equipment, yard management, etc).
• Ensure accurate tracking and invoicing of all projects, reporting hours, materials, and expenses.
• Track expenses and upload receipts in receipt-tracking portal.
• Maintain up-to-date client profiles and job-related details to support billing and ensure invoices are sent out promptly.
• Assist with inventory and supply requirements and purchasing for utility yards.
• Assist with vehicle and equipment management including maintenance logs and hours used.
• Assist in work assignments, scheduling, and reviewing weekly hours for personnel in payroll portal.
• Process biweekly and weekly payroll for employees across departments.
• Maintain and update payroll records, including new hires, terminations, and changes in pay.
• Support administrative tasks of onboarding, time off requests and other HR needs.
• Provide admin support for special projects such as marketing or community outreach.
• Assist with daily print shop operations, including production, equipment support, and order fulfillment.
• Monitor apparel inventory and assist with ordering, stocking, and recordkeeping.
• Other duties as needed.
• Basic mathematical and accounting skills.
• Proficient in Microsoft Office Suites including Excel, Outlook, and Word.
• Excellent verbal and communication skills.
• Strong customer service and organizational skills.
• Strong scheduling and coordination skills
• Accurate tracking of labor, materials, and project costs
• Knowledge of budgeting, invoicing, and financial accuracy
• Ability to maintain organized client and project records
• Skilled in resolving vendor billing or material issues
• Experience supporting procurement and supply management
• Effective communication and cross‑department collaboration
• Strong problem‑solving abilities and attention to detail
• Proficiency with project management and tracking software

Skills

Microsoft Office

Excel

Outlook

Communication

Organization

Scheduling

Billing & Invoicing

Vendor Management

Education

High school diploma or GED

Associate’s degree in Business Administration, Project Management, Construction Management, or related field

Tools

ERP systems

Dispatch tools

Excel-based trackers

Job description

Who We Are

The Patriot Group is a fast-growing utility services company with a focus on supply and logistics, third party utility yard management, and fire safety services. Our company is based in San Diego county and is currently providing utility services throughout the state of California.

Overview

The Administrative Assistant will oversee the operational coordination and administrative support for all San Diego operations. This role is crucial in ensuring the smooth and efficient flow of work across departments by managing schedules, tracking job progress, overseeing inventory and equipment management, and ensuring accurate billing and invoicing. The objective of this role is to facilitate effective communication, streamline processes, and ensure successful execution of projects while maintaining a high standard of service and operational efficiency across all departments.

Responsibilities

• Carry out administrative duties such as filing, typing, copying, binding, scanning, data entry.
• Serve as the first point of contact by answering and directing calls to the main office line.
• Ensure on time delivery of equipment to yards in coordination with internal teams.
• Maintain details of daily operations (traffic control, equipment, yard management, etc).
• Ensure accurate tracking and invoicing of all projects, ensuring accurate reporting of hours worked, materials used, and expenses incurred.
• Track expenses and upload receipts in receipt-tracking portal.
• Maintain up-to-date client profiles and job-related details to support billing and ensure invoices are sent out promptly.
• Responsible for assisting with inventory and supply requirements and purchasing for utility yards.
• Assist with vehicle and equipment management including maintenance logs, reports, owned/rented equipment, hours used, projects assigned to, etc.
• Assist in work assignments, scheduling, and reviewing weekly hours for personnel in payroll portal.
• Process biweekly and weekly payroll for employees across departments.
• Maintain and update payroll records, including new hires, terminations, and changes in pay.
• Support administrative tasks of onboarding, time off requests and other HR needs.
• Provide admin support for special projects such as marketing or community outreach.
• Assist with daily print shop operations, including production, equipment support, and order fulfillment.
• Monitor apparel inventory and assist with ordering, stocking, and recordkeeping.
• Other duties as needed.
• Basic mathematical and accounting skills.
• Proficient in Microsoft Office Suites including Excel, Outlook, and Word.
• Excellent verbal and communication skills.
• Strong customer service and organizational skills.
• Strong scheduling and coordination skills
• Accurate tracking of labor, materials, and project costs
• Knowledge of budgeting, invoicing, and financial accuracy
• Ability to maintain organized client and project records
• Skilled in resolving vendor billing or material issues
• Experience supporting procurement and supply management
• Effective communication and cross‑department collaboration
• Strong problem‑solving abilities and attention to detail
• Proficiency with project management and tracking software

Required Skills/Abilities

• Basic mathematical and accounting skills.
• Proficient in Microsoft Office Suites including Excel, Outlook, and Word.
• Excellent verbal and communication skills.
• Strong customer service and organizational skills.
• Strong scheduling and coordination skills
• Accurate tracking of labor, materials, and project costs
• Knowledge of budgeting, invoicing, and financial accuracy
• Ability to maintain organized client and project records
• Skilled in resolving vendor billing or material issues
• Experience supporting procurement and supply management
• Effective communication and cross‑department collaboration
• Strong problem‑solving abilities and attention to detail
• Proficiency with project management and tracking software

Education & Experience

• High school diploma or GED required
• Associate’s degree in Business Administration, Project Management, Construction Management, or a related field preferred
• Additional coursework or certification in project coordination, scheduling, or traffic control is a plus
• 2–4 years of experience in project coordination, scheduling, or operations support
• Experience in construction, utilities, traffic control, or field‑service environments strongly preferred
• Hands‑on experience with job tracking, cost monitoring, and invoicing
• Familiarity with procurement processes and vendor coordination
• Experience working with project management or scheduling software (e.g., ERP systems, dispatch tools, Excel‑based trackers)

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer
• Manual dexterity to operate a keyboard, mouse, and other office equipment
• Visual acuity to read and interpret data on screens and documents
• Occasional lifting of office supplies or files (usually under 20 pounds)
• Ability to communicate clearly in person, over the phone, and via email
• Mental focus and stamina to handle detailed work and meet deadlines