Administrative Assistant

Description

POSITION SUMMARY The Administrative Assistant provides comprehensive administrative and operational support to the Branch Manager, Project Managers, and Project Supervisors within a commercial design-build plumbing construction environment. This role serves as the organizational backbone of the branch, ensuring seamless communication, accurate documentation, and efficient day-to-day operations across all active projects and company functions. KEY RESPONSIBILITIES Project Administration Support

• Maintain and organize project files, drawings, submittals, RFIs, and correspondence for all active projects
• Track project schedules, deadlines, and milestone dates; distribute updates to relevant team members
• Process and route subcontractor and supplier contracts, purchase orders, and change orders for review and approval
• Assist with Coordination of material deliveries, equipment rentals, and procurement logistics with field and warehouse staff
• Generate and follow up on submittals, inspection approvals, and permit status with governing authorities and general contractors
• Assist in the compilation of project closeout documents including O&M manuals, warranties, and as-built drawings
• Is responsible for submittals generation and submission.
• Enter job costs, field reports, and timesheets into project management software (e.g., Procore, Viewpoint, or similar) Branch Manager Support
• Assist with management of the Branch Manager’s calendar, schedule meetings, and coordinate travel arrangements as needed
• Prepare reports, presentations, and correspondence on behalf of branch leadership
• Track branch KPIs, operational budgets, and financial summaries for management review
• Coordinate with Human Resources on hiring documentation, onboarding paperwork, and employee record maintenance
• Liaise with corporate office, accounting, and other departments on branch-level matters Accounting & Financial Coordination
• Coordinate with the accounting department on project invoices, billing schedules, and accounts payable
• Process and track lien waivers, certificates of insurance (COIs), and supplier compliance documents
• Assist with expense reporting, petty cash reconciliation, and vendor payment follow-ups Permits, Licensing & Compliance
• Prepare and submit permit applications to local jurisdictions; track permit status and expiration dates
• Maintain current records of contractor licenses, insurance certificates, and regulatory compliance documents
• Distribute design and engineering documents to appropriate project team members Communication & Office Coordination
• Serve as the primary point of contact for incoming calls, emails, and visitor inquiries at the branch office
• Act as liaison between field crews, project management, clients, general contractors, and vendors
• Prepare and distribute meeting agendas, take meeting minutes, and track action items to completion
• Set up new jobs in the Johnson Plumbing project management system and maintain accurate contact directories
• Manage office supplies, mail distribution, and general office organization and upkeep
  
  

Skills

Administrative support, Data entry

Top Skills Details

Administrative support

Additional Skills & Qualifications

Education & Experience

• High school diploma or equivalent required; associate’s degree in business administration or related field preferred
• Minimum 2–3 years of administrative experience, preferably in construction, engineering, or a trade-related industry
• Prior experience supporting multiple managers or supervisors in a fast-paced environment strongly preferred Skills & Competencies
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams); experience with project management platforms such as Procore, Viewpoint, Build Ops, or Builder Trend is a plus
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and projects simultaneously
• Excellent written and verbal communication skills with a professional and customer-service-oriented demeanor
• High attention to detail and accuracy in document preparation, data entry, and record keeping
• Ability to work independently with minimal supervision as well as collaboratively within a team environment
• Familiarity with construction terminology, permit processes, and project documentation is highly desirable
• Discretion in handling confidential company, financial, and personnel information
  
  

Experience Level

Intermediate Level

Job Type & Location

This is a Contract to Hire position based out of Stockton, CA.

Pay And Benefits

The pay range for this position is $30.00 - $35.00/hr.

Requirements

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)
  
  

Workplace Type

This is a fully onsite position in Stockton,CA.

Application Deadline

This position is anticipated to close on Jun 22, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.