Administrative Assistant / Assistant Project Manager

Ryanservicesinc; Truckee (CA); Hybrid; USD 65,000 - 80,000; Full time

Benefits offered by this job

Paid time off and holidays

401(k)

Job summary

Ryan Construction in Truckee, CA is seeking an organized Office Administrator/Project Coordinator to support project managers from contract through closeout. This hybrid role combines office administration with field coordination to keep paperwork, schedules and communication on track.

You will grow into a full Project Manager role with training provided. The position requires 2+ years in construction administration, strong written communication and proficiency with Google Workspace, Procore,

Qualifications

• 2+ years in construction administration, project coordination or a similar office role
• Strong written communication. You’ll email general contractors, owners and vendors every day.
• Comfortable with software and quick to learn new tools (Google Workspace, Procore, QuickBooks or similar)
• Able to read basic construction drawings, or willing to learn
• Organized and able to manage multiple jobs and deadlines without being chased
• Valid driver’s license, with reliable transportation for occasional site visits
• Must be able to pass a background check

Responsibilities

• Project support: Set up and maintain project files in Procore: contracts, submittals, RFIs, change orders and closeout documents
• Track submittal and shop-drawing approvals, including DocuSign routing for customer sign-off on cabinet drawings
• Build and update job schedules, and coordinate crew, delivery and inspection dates with superintendents and general contractors
• Prepare change order requests and track them through approval and billing
• Attend project meetings, take notes and follow up on action items
• Order and track materials such as doors, frames, hardware and millwork, and confirm lead times with vendors
• Office and administration: Answer phones and the company inbox, route inquiries, and enter new leads and service requests
• Support billing and AP: progress billing, T&M tickets, vendor invoices inBill.com, and coding support for accounting
• Track subcontractor and vendor insurance certificates, W-9s and license renewals (CA and NV)
• Maintain the customer portal and schedule for our Site Services division
• Keep files, templates and shared drives organized in Google Workspace

Skills

Office administration

Communication

Google Workspace

Procore

QuickBooks

Reading drawings

Tools

Procore

Bill.com

QuickBooks

Google Workspace

Job description

About Us
Ryan Construction has been building in Truckee, the Tahoe Basin, Reno and Carson City since 1979. We’re a licensed California and Nevada specialty contractor with four divisions: commercial finish carpentry and millwork, cabinets and doors, residential and commercial Site Services, and estimating. Our crews are known for fine craftsmanship. We need someone in the office who makes sure the paperwork, schedules and communication keep up with them.

The Role
This is a hybrid position. Roughly half of it is office administration that keeps the company running. The other half is supporting our project managers on active jobs, from contract to closeout. It’s a good fit for someone organized and proactive who wants to grow into a full Project Manager role. We’ll train the right person.

Responsibilities

Project support

• Set up and maintain project files in Procore: contracts, submittals, RFIs, change orders and closeout documents
• Track submittal and shop-drawing approvals, including DocuSign routing for customer sign-off on cabinet drawings
• Build and update job schedules, and coordinate crew, delivery and inspection dates with superintendents and general contractors
• Prepare change order requests and track them through approval and billing
• Attend project meetings, take notes and follow up on action items
• Order and track materials such as doors, frames, hardware and millwork, and confirm lead times with vendors

Office and administration

• Answer phones and the company inbox, route inquiries, and enter new leads and service requests
• Support billing and AP: progress billing, T&M tickets, vendor invoices inBill.com, and coding support for accounting
• Track subcontractor and vendor insurance certificates, W-9s and license renewals (CA and NV)
• Maintain the customer portal and schedule for our Site Services division
• Keep files, templates and shared drives organized in Google Workspace

Requirements

• 2+ years in construction administration, project coordination or a similar office role
• Strong written communication. You’ll email general contractors, owners and vendors every day.
• Comfortable with software and quick to learn new tools (Google Workspace, Procore, QuickBooks or similar)
• Able to read basic construction drawings, or willing to learn
• Organized and able to manage multiple jobs and deadlines without being chased
• Valid driver’s license, with reliable transportation for occasional site visits
• Must be able to pass a background check

Nice to Have

• Procore,Bill.com or STACK experience
• Familiarity with commercial construction documents: AIA billing, submittals, RFIs
• Knowledge of finish carpentry, cabinetry, or doors and hardware
• Experience using AI tools to speed up admin work
• [Paid time off and holidays]
• [401(k)]
• A clear path to Project Manager
• A stable, established local company (since 1979)

Job Features

Job Category Administration

Pay $65k-80K a year

Schedule Monday to Friday, 7:00 AM to 3:30 PM, with occasional site visits

Job Type Full-time

Work Location On-site, Truckee, CA

Experience 2+ years in construction administration or project coordination

Software Procore, Bill.com, QuickBooks, Google Workspace