Office Admin and Project Coordinator

Job description:

As an Office Administrator, you will be responsible for supporting the operational flow of our office, ensuring efficiency across administration, accounting, project coordination, and marketing.

You will serve as a key member of the Kelar Pacific operations team, helping to maintain structure and organization within the office while also assisting project teams in coordinating tasks related to active construction projects. You will work closely with the project managers, accountant, and VP of Project Services to ensure documentation, schedules, and internal communications are accurate, timely, and well-organized.

In this role, you will also help coordinate vendor communication, track timesheets and project costs, assist with accounts receivable follow-ups, and support marketing initiatives by managing event logistics and internal communications. Your ability to stay organized, detail-focused, and proactive will be essential to the team’s success.

 Please apply if you are local in San Diego - This is an on-site position.

Key Responsibilities:

Administrative Duties

• Organize and maintain office files, documents, and records
• Order and track office supplies
• Keep the office clean, organized, and functional
• Schedule and coordinate travel arrangements and staff itineraries
• Manage company calendars and track event approvals and payments
• Answer phones, emails, and handle incoming/outgoing mail
• Assist employees with general office-related questions

Project Coordination Support (Construction)

• Support project teams by tracking timesheets, costs, and project deliverables
• Coordinate communication between internal teams and vendors, ensuring timely exchange of submittals, invoices, and documentation
• Assist with Accounts Receivable follow-ups related to project billing and client payments
• Help prepare project update summaries and maintain organized digital project folders
• Collaborate with Project Managers to track RFIs, change orders, and client correspondence
• Participate in internal project meetings and document follow-up actions

Marketing & Events Support

• Maintain spreadsheets for marketing events and association memberships
• Coordinate approvals and purchases for sponsorships and industry events
• Order lunches and assist with planning Lunch & Learns and internal meetings
• Collaborate on social media posting and email campaigns (content provided)

Required Skills & Qualifications:

• Proficient in Microsoft Outlook and Excel (average to advanced level)

• Typing speed: minimum 40 WPM, including 10-key proficiency

• Excellent phone etiquette and professional grammar for emails and follow-ups

• Highly organized and detail-oriented

• Strong team player with a proactive attitude

• Must be a non-smoker

• The ability to pass an on-site accounting test may be required.

• Experience in construction project coordination or assistance is a plus.

Benefits:

• Competitive Compensation 
• Comprehensive healthcare plan- 100% paid by employer, and medical, dental, and optical coverage.
• Personal development, career progression, and performance management frameworks.
• A collaborative, supportive team environment