Electric Vehicle Infrastructures, Inc.

Company:
Electric Vehicle Infrastructures, Inc. (EVI)
Location:
Upland, CA
Job Type:
Full-Time | Hourly | $25 - $27
About Us
Electric Vehicle Infrastructures (EVI) is a construction company specializing in EV charging, solar, and battery energy storage system (BESS) infrastructure. Founded in 2018, EVI provides turnkey installation solutions for Level 2 and Level 3 DC fast-charging stations for EV service providers, utilities, fleet owners, and OEMs.
Position Overview
We are seeking an organized, detail-oriented, and dependable
Office Administrative Assistant
to support our daily office operations and construction project teams.
This position will assist with general office administration, vendor coordination, purchase orders, project documentation, scheduling, and construction project closeout packages. The role will also provide administrative support to our Estimating Department, including following up on bid solicitations, tracking subcontractor quotes, and organizing bid-related documentation.
The ideal candidate is proactive, able to manage multiple priorities, and comfortable working in a fast-paced construction office environment.
Key Responsibilities
Office Administration &amp; General Support
<ul>
<li>Support daily office operations, including mail, filing, supplies, apparel inventory, and routine administrative requests.</li>
<li>Maintain organized electronic and physical records, including vendor documents, AP statements, project correspondence, and photos.</li>
<li>Monitor the construction purchase order inbox, prepare and issue approved purchase orders, and update the PO tracking spreadsheet.</li>
<li>Collect receipts and assist with monthly company credit card reconciliations and general ledger coding.</li>
<li>Coordinate with vendors, subcontractors, project managers, and internal staff to obtain missing information and follow up on outstanding requests.</li>
</ul>
Construction Operations &amp; Project Coordination
<ul>
<li>Assist with equipment rental and temporary facility quotes, delivery coordination, rental returns, and crew travel accommodations.</li>
<li>Coordinate inspection scheduling with city, county, municipal, and utility agencies as directed.</li>
<li>Prepare and distribute approved plans, field safety/permit books, and customer-required jobsite documentation.</li>
<li>Maintain calendars and reminders for inspections, deliveries, rental returns, and project deadlines.</li>
<li>Assist with Dig Alert requests and routine field documentation as directed.</li>
<li>Update field schedules in BusyBusy, upload project photos to client platforms such as Sitetracker, and help prepare field letters and weekly status reports.</li>
<li>Print equipment stickers and provide other administrative support requested by project managers.</li>
</ul>
Project Closeout &amp; Document Control
<ul>
<li>Track closeout requirements and follow up with subcontractors, vendors, and project teams for outstanding documents.</li>
<li>Collect and organize lien waivers, warranties, signed permits, and other required closeout materials.</li>
<li>Assist in assembling, reviewing for completeness, and submitting project closeout packages as directed.</li>
<li>Maintain accurate project folders and document logs to support timely closeout.</li>
</ul>
Estimating Department – Administrative Support
<ul>
<li>Solicit and track competitive quotes from trade partners and suppliers (electrical, civil, concrete, trenching) based on estimator parameters.</li>
<li>Maintain simple bid solicitation and response tracking logs; notify estimators of pending or received responses.</li>
<li>Follow up with subcontractors and suppliers on outstanding bid solicitations and quote requests.</li>
<li>Organize incoming quotes and bid correspondence in designated project folders.</li>
<li>Distribute plans, specifications, and bid documents to trade partners at the direction of the estimating team.</li>
<li>Assist estimators with other routine administrative requests as needed; technical estimating, pricing, and bid leveling remain with the Estimating Department.</li>
</ul>
Qualifications &amp; Skills
<ul>
<li>2+ years of office administration, construction administration, or project coordination experience preferred.</li>
<li>Proficiency with Microsoft Excel, Word, email, and PDF software; familiarity with Bluebeam, BusyBusy, or project tracking systems is a plus.</li>
<li>Strong organization, attention to detail, written and verbal communication, and follow-through.</li>
<li>Ability to prioritize competing requests, maintain accurate records, and work independently on routine administrative tasks.</li>
<li>Construction, electrical, or renewable energy industry experience preferred; estimating or plan-reading experience is not required.</li>
</ul>
What We're Looking For
We are looking for someone who takes initiative, follows through on assignments, and enjoys supporting a team. This position is ideal for someone who is comfortable handling a variety of administrative responsibilities and wants to contribute to a growing construction company.
Electric Vehicle Infrastructures, Inc. is an Equal Opportunity Employer.

Office Administrative Assistant – Construction Operations

Office Administrative Assistant – Construction Operations

This job is no longer available

Talents

Recruiters

About