Construction Administrative Assistant

Construction Administrative Assistant

Systems XT | Anaheim, CA | On-Site

About Systems XT

Systems XT is a mechanical design, installation, and service contractor specializing in commercial HVAC systems, central plants, chillers, piping, pumps, controls, and system optimization. Since 2003, our team has helped commercial and institutional customers solve complex mechanical challenges through responsive service, technical expertise, and high-quality workmanship.

We are seeking an organized and dependable Construction Administrative Assistant to support our office and project teams. This position will handle general administrative responsibilities, assist with customer and project billing through QuickBooks, and remotely attend construction meetings to document important updates and action items.

This is an excellent opportunity for someone who understands the fast-paced nature of the construction industry and is comfortable balancing accounting support, project coordination, and day-to-day office responsibilities.

What You’ll Do

• Provide administrative support to project managers, field supervisors, and company leadership.
• Prepare and process customer invoices using QuickBooks.
• Assist with progress billing, payment tracking, and general accounts receivable activities.
• Review billing information for accuracy and follow up internally on missing documentation.
• Attend construction and project meetings remotely through Microsoft Teams, Zoom, or similar platforms.
• Take detailed meeting notes and distribute minutes, action items, deadlines, and follow-up information.
• Maintain organized electronic and physical project files.
• Track project documentation, schedules, purchase orders, contracts, change orders, and correspondence.
• Communicate with customers, general contractors, subcontractors, vendors, and field employees.
• Assist with collecting timesheets, receipts, job-cost information, and other documentation needed for billing.
• Prepare letters, spreadsheets, reports, and other project-related documents.
• Help coordinate meetings, appointments, and project deadlines.
• Answer phones, manage emails, and provide general office support as needed.
• Follow up with project team members to ensure outstanding administrative items are completed.

What We’re Looking For

• Previous administrative experience in construction, mechanical contracting, HVAC, plumbing, electrical, or a related industry is strongly preferred.
• Experience using QuickBooks for invoicing, billing, or basic accounting functions.
• Familiarity with construction billing and project documentation.
• Strong organizational skills and attention to detail.
• Ability to take accurate meeting notes and clearly communicate action items.
• Proficiency with Microsoft Word, Excel, Outlook, and virtual meeting platforms.
• Professional written and verbal communication skills.
• Ability to manage multiple projects, deadlines, and priorities.
• Comfortable communicating with field personnel, project managers, customers, and contractors.
• Dependable, self-motivated, and capable of working with limited supervision.
• High school diploma or equivalent required; additional accounting, business, or administrative education is a plus.

Preferred Qualifications

• Experience with progress billing, AIA billing, certified payroll, lien releases, or job costing.
• Familiarity with purchase orders, change orders, submittals, contracts, and construction schedules.
• Previous experience supporting commercial HVAC or mechanical construction projects.

Why Join Systems XT?

• Join an established mechanical contractor that has served Southern California since 2003.
• Work directly with an experienced team on commercial HVAC and mechanical projects.
• Take on a varied position combining administration, billing, and project coordination.
• Become an important part of the team supporting both office and field operations.
• Opportunity for long-term growth as the company continues to expand.

Compensation: Competitive and based on experience.

Systems XT is an equal opportunity employer. We consider qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other legally protected status.