Construction Office & PM Admin Assistant

Ultimate Staffing Services; Ontario (CA); On-site; USD 23,000 - 32,000; Full time

Job summary

Ultimate Staffing Services is actively seeking an Office Assistant/PM Assistant for a client in California. The role involves providing administrative and office support, maintaining organization, and managing document archiving and file auditing. Front desk coverage is part of the duties.

The ideal candidate has 2–5+ years in construction-adjacent roles, strong clerical skills, and proficiency in Word/Excel/Outlook, with a high school diploma as the minimum education.

Qualifications

• Education requirement is a high school diploma.
• 2-5+ years of experience in the construction industry preferred.
• Knowledge of administrative and clerical procedures, including word processing and managing files and records.
• Basic computer skills in Word, Excel, Outlook, PDF, and scanning.
• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Professional demeanor with strong communication and interpersonal skills.
• Team-oriented and able to collaborate effectively across departments.
• Reliable, punctual, and adaptable to changing priorities.

Responsibilities

• Serve as a backup for the receptionist, covering breaks and lunch periods, and perform all receptionist duties.
• Provide scheduled PTO coverage for phones until 5:00 PM.
• Support administrative tasks such as data entry, preparing documents, and tracking databases as assigned by management.
• Close out Estimator and PM Books/Archiving and file all job-related paperwork.
• Operate standard office equipment including postage machines, copiers, printers, and computers.
• Prepare files/documentation for job audits and conduct a full audit of files when a project is closed and prior to archiving.
• Draft meeting minutes, cost estimates, and miscellaneous project correspondence.
• Perform other administrative duties as assigned to support company operations.

Skills

Administrative procedures

Word/Excel/Outlook

Attention to detail

Task management

Communication

Education

High school diploma

Tools

Word

Excel

Outlook

PDF

Scanning

Job description

Ultimate Staffing Services is actively seeking an Office Assistant/PM Assistant for a client in California. The role involves providing administrative and office support, maintaining organization, and managing document archiving and file auditing. Front desk coverage is part of the duties.

The ideal candidate has 2–5+ years in construction-adjacent roles, strong clerical skills, and proficiency in Word/Excel/Outlook, with a high school diploma as the minimum education.