Administrative Assistant
The Administrative Assistant at Confidential Client supports daily administrative operations including payroll processing, accounting tasks, employee onboarding, and project documentation within a commercial construction environment. This role requires strong organizational skills, attention to detail, and collaboration across departments to ensure smooth office functions and client interactions. It offers growth opportunities in a supportive team setting with occasional telecommuting eligibility after one year.
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.
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
Position overview
Confidential Client is hiring an Administrative Assistant to support day-to-day office operations for a commercial construction / architectural specialties team in Orange, CA. This role provides administrative, payroll-reporting, basic accounting support and client-facing coordination across departments. This position is full-time (Mon–Fri, typically 8:00 AM–5:00 PM) with an occasional telecommute policy after one year of service.
Key responsibilities
- Process certified payroll and labor reporting (experience a plus)
- Process employee timecards and expense reports
- Prepare and track pre-liens, insurance certificates, and project-specific safety documentation
- Support Accounts Receivable collections and Accounts Payable tasks
- Process new job bookings and maintain project-related records
- Create and distribute weekly/monthly reports using Sage (or similar) accounting software
- Coordinate project badging requirements
- Maintain employee records and support new hire onboarding
- Prepare closeout documents and warranty packages
- Maintain records for the company safety program
- Manage business license acquisitions and renewals
- Maintain PTO calendar and payroll reporting
- Manage vendor sample requests and maintain sample inventory
In addition, the role supports general administrative duties:
- Greet guests and manage inbound calls
- File storage and file management
- Inbound/outbound parcel handling (US Mail, FedEx, UPS, etc.)
- Manage prequalification documents and vendor credit applications
- Coordinate equipment needs (maintenance, phones, computers, office electronics)
- Office supplies and general office support
- Support occasional office event planning
- Ensure in-person department coverage Monday–Friday (8AM–5PM)
Core competencies
- High accuracy and attention to detail
- Strong work ethic and positive, service-oriented attitude
- Self-starter with the ability to collaborate effectively on a team
- Highly organized; able to manage multiple priorities and deadlines
- Eagerness to learn and grow professionally
Qualifications
- Bachelor’s degree preferred; associate degree or equivalent work experience considered
- Proficient in Microsoft Office (Word, Excel, Outlook)
- Experience with Sage accounting software (or similar), certified payroll, or commercial construction administration is a plus
- Excellent verbal and written communication skills
- Valid driver’s license and clean driving record
- Must reside within a 15-mile radius of the company office in Orange, CA (role requires in-person coverage)
Hours, compensation & benefits
- Hours: Full-time, Monday–Friday, 8:00 AM–5:00 PM (occasional telecommute eligibility after 1 year)
- Compensation: $50,000 – $60,000 per year, depending on qualifications
- Benefits: Medical, dental, vision and retirement plans available to eligible employees
- Employment: At-will
About the client
Confidential Client is a well-established small business in the commercial construction / architectural specialties space specializing in movable partitions and folding door systems and other architectural products. The team is known for responsiveness, accuracy, and long tenures — creating a supportive workplace with opportunities to grow.
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.
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