Administrative Coordinator

Ultimate Staffing; Roseville (CA); On-site; USD 32,000 - 34,000; Full time

Job summary

Ultimate Staffing is seeking an Administrative Coordinator in Roseville, CA to support daily office operations. The role blends front desk reception, administrative support, document management, and project coordination in a fast-paced construction environment.

The ideal candidate has 4+ years of administrative experience, strong organizational skills, and proficiency with Microsoft Office. Engineering or construction familiarity is a plus.

Qualifications

• 4+ years of administrative or office support experience.
• Construction industry experience is preferred.
• Excellent organizational and multitasking abilities.
• Strong verbal and written communication skills.
• Proficient in Microsoft Office, including Outlook, Word, and Excel.
• Ability to work independently while supporting a team.

Responsibilities

• Greet and assist visitors, clients, subcontractors, and vendors.
• Answer calls and emails; manage mail and deliveries.
• Maintain office supplies and calendar management.
• Prepare, organize, and maintain project and company documentation.
• Track permits, contracts, and insurance certificates.
• Coordinate document flow between PMs, field teams, subcontractors, and clients.
• Create reports, spreadsheets, and correspondence.

Skills

Organizational skills

Multitasking

Verbal & written communication

Independent worker

Tools

Microsoft Office Suite (Outlook, Word, Excel)

Job description

Position Summary

Location: Roseville, CA
Pay: $23.00 - $25.00 per hour

Administrative Coordinator

Our growing construction company is seeking a reliable and organized Administrative Coordinator to support daily office operations. This role combines front desk reception, administrative support, document management, and project coordination responsibilities. The ideal candidate is professional, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

Reception & Office Support

• Greet and assist visitors, clients, subcontractors, and vendors.
• Answer and direct incoming phone calls and emails.
• Manage incoming and outgoing mail and deliveries.
• Maintain office supplies and coordinate office needs.
• Schedule meetings and assist with calendar management.

Administrative Coordination

• Prepare, organize, and maintain project and company documentation.
• Track permits, contracts, insurance certificates, and other construction-related documents.
• Ensure all records are accurate, updated, and properly filed.
• Coordinate document flow between project managers, field teams, subcontractors, and clients.
• Create reports, spreadsheets, and correspondence as needed.

Project Support

• Assist project managers with administrative and coordination tasks.
• Monitor deadlines and follow up on outstanding documentation.
• Update databases and project tracking systems.
• Schedule and coordinate meetings and distribute meeting notes.
• Support onboarding and general administrative functions when needed.

Qualifications

• 4+ years of administrative, coordinator, or office support experience.
• Construction industry experience is preferred.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Ability to work independently while supporting a collaborative team.
• Strong attention to detail and accuracy.

Preferred Qualifications

• Experience managing construction project documentation.
• Familiarity with permits, contracts, and subcontractor documentation.
• Strong customer service and problem-solving abilities.
• Experience with document management or project management systems.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.