Sr. Administrative Assistant

Senior Administrative Assistant

We are looking for a dedicated and detail-oriented Senior Administrative Assistant to join our team in Pacific Grove, California. This is a Contract-to-permanent position, offering a unique opportunity to grow within a dynamic and fast-paced environment. The ideal candidate will bring strong organizational skills, a proactive mindset, and experience in administrative and bookkeeping tasks, particularly in the construction industry.

Responsibilities :

Manage daily office operations, including scheduling meetings, organizing calendars, and coordinating travel arrangements.

Process invoices and handle basic accounts payable and receivable tasks using QuickBooks.

Oversee document management, including maintaining accurate records and ensuring proper filing systems are in place.

Facilitate communication between team members by scheduling and managing conference calls.

Utilize construction software, such as ServiceTitan, to track projects and manage job site scheduling.

Assist with improving operational procedures to streamline processes and support growth.

Coordinate with various departments, including HR, Finance, and Marketing, to support organizational needs.

Prepare and manage export / import documents as required.

Monitor and order office supplies to ensure smooth day-to-day operations.

Provide general administrative support to the management team, including handling correspondence and reports.

Requirements :

At least 1-3 years of experience in administrative roles, preferably in the construction industry.

Proficiency in QuickBooks and Microsoft Office 365 (Word, Excel, PowerPoint).

Strong organizational skills and excellent attention to detail.

Experience with construction management software, such as ServiceTitan, is highly preferred.

Basic knowledge of bookkeeping, including accounts payable and invoice processing.

Familiarity with Google Suite for document sharing and collaboration.

Proven track record of longevity in previous roles, with a minimum of two years in each position.

Ability to take initiative, solve problems independently, and suggest process improvements.