Administrative Coordinator

Ultimate Staffing Services; Sacramento (CA); On-site; USD 30,000 - 34,000; Full time

Job summary

Ultimate Staffing Services is seeking an Administrative Coordinator to support daily office operations and coordination between staff, project managers, vendors, and clients.

The role emphasizes organizing documentation, scheduling, invoicing, onboarding, and maintaining accurate records in a fast-paced environment, with a focus on clear communication and efficiency.

Qualifications

• 2+ years of experience in administrative coordination or related roles.
• Experience supporting projects, vendors, and clients is preferred.
• Proficient with MS Office, especially Outlook, Word, and Excel.
• Strong organizational and time-management skills; detail-oriented.

Responsibilities

• Provide administrative support to company leadership and office operations.
• Coordinate project documentation, contracts, permits, change orders, and job files.
• Schedule meetings, inspections, subcontractors, and project-related appointments.
• Communicate with clients, vendors, suppliers, and subcontractors for updates and docs.
• Maintain accurate records, spreadsheets, and project tracking reports.
• Process invoices, purchase orders, and other project-related paperwork.
• Assist with bid packages, proposals, and contract administration.
• Monitor project deadlines and follow up on outstanding documentation.
• Answer and direct incoming phone calls, emails, and customer inquiries.
• Support onboarding paperwork and general office administration as needed.
• Order office supplies and maintain an organized environment.
• Ensure records comply with company procedures.

Skills

Administrative coordination

Project coordination

MS Office Suite

Time management

Communication

Tools

Microsoft Excel

Microsoft Outlook

Project management software

Job description

Salary: USD22 - USD25 per hour

Ultimate Staffing is seeking a highly organized and proactive Administrative Coordinator to support daily office operations and communication between office staff, project managers, vendors, and clients. This role is ideal for someone who thrives in a fast-paced environment, enjoys multitasking, and can help keep projects and administrative functions running efficiently.

Key Responsibilities

• Provide administrative support to company leadership and overall office operations
• Coordinate project documentation, contracts, permits, change orders, and job files.
• Schedule meetings, inspections, subcontractors, and project-related appointments.
• Communicate with clients, vendors, suppliers, and subcontractors regarding project updates and documentation needs.
• Maintain accurate records, spreadsheets, and project tracking reports.
• Process invoices, purchase orders, and other project-related paperwork.
• Assist with bid packages, proposals, and contract administration.
• Monitor project deadlines and follow up on outstanding documentation.
• Answer and direct incoming phone calls, emails, and customer inquiries.
• Support employee onboarding paperwork and general office administration as needed.
• Order office supplies and assist with maintaining an organized office environment.
• Ensure all records are maintained accurately and in compliance with company procedures.

Qualifications

• 2+ years of experience in administrative coordination, project coordination, office administration, or similar roles.
• Construction, contracting, engineering, or related industry experience preferred.
• Strong proficiency in Microsoft Office Suite, particularly Outlook, Word, and Excel.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to prioritize multiple tasks and manage competing deadlines.
• High attention to detail and accuracy.
• Professional demeanor and customer-focused approach.

Preferred Skills

• Experience supporting construction projects and project managers.
• Knowledge of permits, contracts, change orders, and project documentation.
• Familiarity with construction management software is a plus.
• Ability to work independently while collaborating effectively with internal and external stakeholders.
• Strong problem‑solving and focus on collaboration???

Yes, I am currently eligible to work (work permit/visa/citizenship) in the country to which I am applying. No, I am not currently eligible to work (work permit/visa/citizenship) in the country to which I am applying.