Operations Administrative Assistant

Apex Clearing Corporation; San Juan Capistrano (CA); On-site; USD 36,000 - 52,000; Full time

Job summary

Apex Companies is seeking an Administrative Assistant – Post Con to support storm water maintenance scheduling and record-keeping. The role emphasizes accuracy, safety, and coordination with project managers and office staff.

Hours are 6:00am–2:30pm, Monday to Friday, with a focus on reliable administration for field operations. Candidates should be able to handle procurement, document review, and routine reporting while maintaining professional communication with clients and teammates.

Qualifications

• Experience with scheduling and records management.
• Ability to read and interpret documents and reports.
• Ability to write routine reports and documents.

Responsibilities

• Prioritize assigned work, procure materials and supplies, file and maintain records with 100% accuracy.
• Participate in meetings related to roles and responsibilities.
• Follow proper work methods and standards; monitor quality and timeliness; ensure safe work practices.
• Operate office equipment including phone, computers, tablets and printers.

Skills

Record keeping

Communication

Safety practices

Report writing

Tools

Office equipment

Job description

Are you driven to grow, lead, and make a meaningful impact? At Apex, we’re building more than a consulting and engineering firm—we’re creating a place where your career accelerates, your contributions matter, and your potential is fully realized. Here, you’ll work on projects that shape communities, protect the environment, and create lasting impact, all while being empowered with the autonomy and flexibility to do your best work.
Fueled by high-quality delivery, exceptional client retention, and strategic acquisitions, Apex Companies continues to rank among the fastest-growing firms in the AEC industry, recently recognized by the Zweig Group for our industry-leading growth. Our success is grounded in strong leadership, a collaborative culture, and a shared commitment to delivering exceptional outcomes.
As we continue to expand, we're looking for high-performing professionals who are ready to lead, collaborate, innovate, and create impact. At Apex, you help shape what's next. When we succeed together, we share in that success. All Apex positions are eligible for annual bonus opportunities, reinforcing our commitment to recognizing and rewarding meaningful contributions that drive our collective growth.

Job Title: Operations Administrative Assistant – Post Con

Schedule: Monday – Friday / hours 6:00am-2:30pm

This is not meant to be all-encompassing but an overview of the scope of work and expectations. Work includes prioritizing projects, assigned work tasks, maintaining records, monitoring work quality and timeliness, always ensuring safety while at work. The employee participates in performing various functions related to Storm Water Maintenance records. The employee is responsible for procurement of materials and supplies. Record-keeping and reviewing various reports and documents. Employee is expected to learn scheduling procedure and act as a Back-up Scheduler. Work subjects the employee to inside and outside environmental conditions, extremes in temperatures, and hazards associated with equipment operation including fumes, oils, gases, and mists.

Basic Job Responsibilities:

• • Prioritize assigned work, procure / order required materials and supplies, file and maintain electronic/written records of reports. Inspect completed work to ensure 100% accuracy.
• • Participate in meetings as it pertains to roles and responsibilities.
• • Follow proper work methods and standards; monitor work quality; ensure adherence to time schedules and safe work practices,
• • Operate office equipment necessary to complete assigned tasks including but not limited to phone, computers, tablets and printers.

Additional Job Duties:

• • Perform related duties as required.
• • Communicate and support other departments as needed, (Office Staff, Supervisors and Project Managers)

Knowledge, Skills, and Abilities:

• • Thorough knowledge of standard practices, materials, tools, and equipment utilized in the area of assigned work.
• • Knowledge of work hazards and applicable safety precautions associated with assigned areas of work.
• • Basic skills in writing routine reports and documents.
• • Ability to understand and follow oral instructions, read and interpret documents and reports.
• • Always be professional & courteous to clients and teammates.

Physical Requirements:

• • Must be able to physically perform the basic life operational functions of climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, grasping, feeling, talking, hearing, and repetitive motions.
• • Must be able to perform medium work exerting up to 100 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 30 pounds of force constantly to move objects.
• • Must possess the visual acuity to operate equipment and motor vehicles, perform trade tasks, inspect the work of others, and review work for accuracy, neatness, and thoroughness.

Apex Job Title: Administrative Assistant

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