Office Admin and Project Coordinator

Kelar Pacific, LLC; San Diego (CA); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Comprehensive healthcare plan (100% by

Career development opportunities

Collaborative team environment

Job summary

Kelar Pacific, LLC is seeking an Office Administrator to support the operational flow across administration, accounting, project coordination, and marketing. The role collaborates with project managers, the accountant, and VP of Project Services to keep documentation, schedules, and communications accurate and timely.

Responsibilities span admin duties, construction project coordination, and marketing/event support, requiring strong organization, proactive attitude, and excellent communication

Qualifications

• Proficient in Microsoft Outlook and Excel with solid document handling.
• Typing speed of 40 WPM with 10-key proficiency.
• Excellent phone etiquette and professional emails.
• Strong organizational and detail-oriented work style.
• Team player with proactive attitude; non-smoker.
• Ability to pass an on-site accounting test may be required.
• Experience in construction project coordination is a plus.

Responsibilities

• Organize and maintain office files, documents, and records.
• Order and track office supplies; manage calendars and travel.
• Coordinate travel, event approvals, and payments; manage emails.
• Support project teams by tracking timesheets, costs and deliverables.
• Coordinate communications between internal teams and vendors.
• Assist accounts receivable follow-ups and project billing.
• Assist marketing with event logistics and internal communications.

Skills

Outlook & Excel

Typing 40 WPM

Phone etiquette

Highly organized

Team player

Non-smoker

Job description

As an Office Administrator, you will be responsible for supporting the operational flow of our office, ensuring efficiency across administration, accounting, project coordination, and marketing.

You will serve as a key member of the Kelar Pacific operations team, helping to maintain structure and organization within the office while also assisting project teams in coordinating tasks related to active construction projects. You will work closely with the project managers, accountant, and VP of Project Services to ensure documentation, schedules, and internal communications are accurate, timely, and well-organized.

In this role, you will also help coordinate vendor communication, track timesheets and project costs, assist with accounts receivable follow-ups, and support marketing initiatives by managing event logistics and internal communications. Your ability to stay organized, detail-focused, and proactive will be essential to the team’s success.

Key Responsibilities:

Administrative Duties

• Organize and maintain office files, documents, and records
• Order and track office supplies
• Keep the office clean, organized, and functional
• Schedule and coordinate travel arrangements and staff itineraries
• Manage company calendars and track event approvals and payments
• Answer phones, emails, and handle incoming/outgoing mail
• Assist employees with general office-related questions

Project Coordination Support (Construction)

• Support project teams by tracking timesheets, costs, and project deliverables
• Coordinate communication between internal teams and vendors, ensuring timely exchange of submittals, invoices, and documentation
• Assist with Accounts Receivable follow-ups related to project billing and client payments
• Help prepare project update summaries and maintain organized digital project folders
• Collaborate with Project Managers to track RFIs, change orders, and client correspondence
• Participate in internal project meetings and document follow-up actions

  Marketing & Events Support

  • Maintain spreadsheets for marketing events and association memberships
  • Coordinate approvals and purchases for sponsorships and industry events
  • Order lunches and assist with planning Lunch & Learns and internal meetings
  • Collaborate on social media posting and email campaigns (content provided)

  Required Skills & Qualifications:

  Proficient in Microsoft Outlook and Excel (average to advanced level)

  Typing speed: minimum 40 WPM, including 10-key proficiency

  Excellent phone etiquette and professional grammar for emails and follow-ups

  Highly organized and detail-oriented

  Strong team player with a proactive attitude

  Must be a non-smoker

  The ability to pass an on-site accounting test may be required.

  • Experience in construction project coordination or assistance is a plus.
  • Competitive Compensation
  • Comprehensive healthcare plan- 100% paid by employer, and medical, dental, and optical coverage.
  • Personal development, career progression, and performance management frameworks.
  • A collaborative, supportive team environment