Administrative Assistant Job at Engineering Associates in Upland

Overview

Discover a more connected Administrative Assistant career

At VCI Construction, as an Administrative Assistant, you will report to Procurement Management. We are seeking a reliable and organized Administrative Assistant to support the daily operations of the team. This role requires excellent communication skills, attention to detail, and the ability to multitask in a fast-paced environment staying positive under pressure with a cheerful disposition. The position is Full-Time and will operate out of the VCI Corporate office located in Upland, CA, and may require occasional travel.

Connecting you to great benefits

• Weekly Paychecks
• Paid Time Off, Parental Leave, and Holidays
• Insurance (including medical, prescription drug, dental, vision, disability, life insurance)
• 401(k) w/ Company Match
• Stock Purchase Plan
• Education Reimbursement
• Legal Insurance

What you’ll do as an Administrative Assistant

• Maintain electronic filing systems.
• Records, filing and answering telephones.
• Assist in obtaining permits and licenses.
• Maintain project records.
• Maintain subcontractor contacts.
• Notify the Safety Department of crew locations.
• Verify invoices to shippers.
• Verify quotes to invoices.
• Code invoices for project manager approval and issues and maintains PO log.
• Maintain various job trackers (Excel).
• Collect, assemble and report production weekly.
• Process billing (units/firm bid).
• Update job tracking reports.
• Print drawings, documentation, monitor, log, and submit new bids.
• Collect timesheets and prepare a recap for payroll.
• Check time sheets to ensure they are filled out correctly.
• Coordinate with internal accounting staff to provide reports and forms as requested.
• Reports weekly equipment usage to the equipment department.
• Provide assistance to Procurement Manager, Supervisors, and field employees as needed.
• Perform other related duties as assigned.

What you’ll need

• To be 18 years of age or older
• Authorization to work in the United States for this company
• At least 1-3 years relevant experience
• Strong organizational skills and attention to detail
• Excellent verbal and written communication skills
• Computer literate, proficient with Microsoft suite (Excel, Word, etc.)
• Self-starter - Ability to work on their own, comfortable taking on responsibilities without having to be continually directed
• Good people skills. Positive interaction with management, fellow employees, third parties, etc.
• Ability to follow instructions and directions to perform job tasks
• Ability to solve problems
• Ability to multitask several assignments simultaneously in a fast-paced environment
• Energized with a positive and outgoing personality
• Demonstrates a strong capacity to quickly adapt by learning new skills

Additional qualifications (if applicable)

• Construction industry experience
• Professional demeanor and a customer-service-oriented attitude
• Typical office environment with occasional lifting of light supplies (up to 20 lbs)
• In office normally with rare travel required in Southern California
• Standard hours: Monday–Friday, 8:00 AM–5:00 PM, with flexibility required for nights and weekends

Salary

Salary Range $20 - $24 / hour

Why work with us

Your career here is more than just a job — it's your pathway to opportunity. Our hands-on training, supportive environment, and responsive leadership connect you to work with purpose. Our commitment to you extends beyond professional development to a safety-first culture that ensures you can do what you do best, with peace of mind.

Building stronger solutions together

Diversity and inclusion are an essential part of our culture and success. Our company is an equal-opportunity employer — we are committed to providing a work environment where everyone can thrive, grow, and feel connected.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

Contact and role notes

What you’ll do as an Administrative Assistant

• Maintain electronic filing systems.
• Records, filing and answering telephones.
• Assist in obtaining permits and licenses.
• Maintain project records.
• Maintain subcontractor contacts.
• Notify the Safety Department of crew locations.
• Verify invoices to shippers.
• Verify quotes to invoices.
• Code invoices for project manager approval and issues and maintains PO log.
• Maintain various job trackers. (Excel)
• Collect, assemble and report production weekly.
• Process billing. (units/firm bid)
• Update job tracking reports.
• Print drawings, documentation, monitor, log, and submit new bids.
• Collect timesheets and prepare a recap for payroll.
• Check time sheets to ensure they are filled out correctly.
• Coordinate with internal accounting staff to provide reports and forms as requested.
• Reports weekly equipment usage to the equipment department.
• Provide assistance to Procurement Manager, Supervisors, and field employees as needed.
• Perform other related duties as assigned.