Construction Administrative Assistant

CalTex Cashflow LLC is hiring an experienced Construction Administrator to take ownership of our construction office's administrative operations.

We're looking for someone who knows the construction industry, is highly organized, and can manage the day-to-day administrative responsibilities of a busy construction business without constant supervision.

You'll be responsible for keeping our administrative operations organized, accurate, and on schedule while supporting our project coordinators with material purchasing, vendor research, city permit filings, and project documentation.

This is not an entry-level position. We need someone with practical construction office experience who can manage responsibilities independently, recognize issues before they become problems, and follow through until the job is done.

Responsabilities

Office Administration & Operations

• Take ownership of daily construction office administration, keeping records, correspondence, and administrative tasks organized and up to date.
• Manage electronic and physical filing systems for contracts, permits, plans, invoices, insurance documents, reports, and other construction records.
• Prepare business correspondence, emails, memos, forms, and weekly administrative reports.
• Handle incoming calls and communicate professionally with customers, subcontractors, vendors, and other business contacts.
• Coordinate office supplies, incoming mail, errands, reception, and general administrative needs.
• Maintain accurate records and ensure administrative tasks are completed on time.

Construction Purchasing & Project Support

• Support project coordinators with material and equipment purchasing, purchase orders, and order tracking.
• Research construction materials, tools, equipment, pricing, and availability.
• Communicate with suppliers and subcontractors to obtain competitive pricing, confirm orders, and coordinate timely deliveries.
• Assist with city permit applications, submissions, and follow-ups.
• Maintain and distribute construction documents, including drawings, contracts, change orders, O&M manuals, and as-built plans.
• Assist project coordinators with construction estimates, change orders, material clearance, and project closeout documentation.
• Follow up on pending orders, requests, and outstanding documentation.

Invoicing & Recordkeeping

• Prepare and process heavy hauling and transportation invoices.
• Maintain accurate purchasing, invoicing, and supporting records.
• Enter and update information in spreadsheets, reports, and company systems.
• Identify missing documentation, discrepancies, and administrative issues requiring follow-up.

Qualifications

• Minimum 4 years of administrative experience in the construction industry
• Project management experiance a plus.
• Valid driver's license.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Experience maintaining construction documents, project records, budgets, purchase orders, and administrative files.
• Strong organizational skills and the ability to manage multiple responsibilities without losing track of details.
• Excellent written and verbal communication skills.
• Ability to prioritize work, meet deadlines, and handle interruptions in a busy office.
• Strong problem-solving skills and good judgment when handling concerns or resolving issues.
• Ability to work independently while supporting project coordinators and management.

Preferred Qualifications

• Experience with QuickBooks or similar accounting software.
• Bilingual in English and Spanish.
• Familiarity with construction budgets, estimates, change orders, and project closeout procedures.

Compensation & Benefits

• Hourly Pay: $19–$25, based on experience and qualifications.
• Health Insurance: Company pays 50% after the 90-day probationary period.
• Dental & Vision Insurance: Company pays 100% after the 90-day probationary period.
• Paid Time Off: 13 days within your first year.
• Holidays: 5 company holidays.

Work Schedule

Monday through Friday, 8:00 a.m. to 5:00 p.m.

Saturdays as needed.

We value experience, accountability, and people who take pride in their work.

The right person for this position doesn't need to be reminded to follow up on an order, organize an important document, or address an outstanding issue.

You understand that a missed permit, incorrect material order, delayed invoice, or incomplete paperwork can create unnecessary costs and delays. You're comfortable communicating with different people, managing competing priorities, and finding solutions when things don't go as planned.

Most importantly, you take ownership of your work. You understand your responsibilities, keep management informed, and make sure things get done correctly.

If you have at least four years of construction administration experience and are confident managing the responsibilities outlined above, we encourage you to apply.

Submit your resume highlighting your construction industry experience, particularly in office administration, budgeting, purchasing, permit filings, invoicing, and project coordination support.

CalTex Cashflow LLC

Employment Disclaimer: This job description outlines the general nature and level of work associated with this position. It is not an exhaustive list of responsibilities, duties, or qualifications. Responsibilities and job requirements may be modified at the employer's discretion. Nothing in this posting constitutes an employment contract.