About Careertakes

👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, Commercial Construction / Architectural Specialty Products.

Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.

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What You’ll Do

This on-site Administrative Assistant supports day-to-day office operations and administration for a small commercial construction / architectural specialty business. Key responsibilities include:

• Process certified payroll and labor reporting (experience a plus)
• Process employee timecards and expense reports
• Prepare and track pre-liens, insurance certificates, and project safety documentation
• Support Accounts Receivable collections and Accounts Payable tasks
• Process new job bookings and maintain project records
• Create and distribute weekly/monthly reports using Sage (or similar) accounting software
• Coordinate project badging and manage closeout documents and warranty packages
• Maintain employee records, assist with new-hire onboarding, PTO calendar, and payroll reporting
• Manage business license acquisitions and renewals
• Manage vendor sample requests and maintain sample inventory
• Maintain records for the company safety program
• Greet guests, manage inbound calls, and handle inbound/outbound parcels (US Mail, FedEx, UPS)

Note: This role requires in-person coverage Monday–Friday (8:00 AM–5:00 PM). Eligible employees may participate in an occasional telecommute policy after one year of service.

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Who We’re Looking For

We seek a proactive, detail-oriented administrative professional who can multitask and support cross-functional teams.

Core competencies:

• High accuracy and strong attention to detail
• Strong work ethic, enthusiasm, and customer-service mindset
• Self-starter who collaborates effectively with teammates
• Highly organized and able to manage multiple priorities
• Continuous learner — willing to learn new systems and processes

Minimum qualifications:

• Associate degree or equivalent work experience; Bachelor’s preferred
• Valid California driver’s license and clean driving record
• Excellent verbal and written communication skills
• Proficient with Microsoft Office (Excel, Word, Outlook)
• Able to reside within a 15-mile radius of the company’s Orange, CA location
• Experience with Sage accounting software, certified payroll, or commercial construction administration is a strong plus

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Compensation & Benefits

• Base salary: $50,000 — $60,000 per year (depending on qualifications)
• Benefits: medical, dental, vision, and retirement plans for eligible employees
• Employment status: At-will
• Schedule: Full-time, Monday–Friday, 8:00 AM–5:00 PM

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About the Confidential Client

Confidential Client is a well-established small business in the commercial construction / architectural specialty products space, specializing in movable partitions, folding door systems, and related architectural products. The team is known for responsiveness, accuracy, and long employee tenure that reflects a supportive workplace culture.

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Equal Opportunity & Hiring Transparency

Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.

If you have questions about how your data is used, please contact us directly.