Engineering Associates is hiring: Administrative Assistant in San Marcos

At VCI Construction, as an Administrative Assistant, the ability to multitask while maintaining complex schedules and providing high-level administrative support is essential. The ideal candidate is resourceful, a good problem solver, a strong communicator (verbal and written), and organized. Timely completion of workload is key to success in this position.

What you’ll do

• Issue PO's
• Track receivers and invoices to match with the PO's
• Schedule Pre-Construction meetings and inspections through the City’s Portals
• Work with the San Diego Layout and Permit team to obtain permits and track permit status. This includes sending information from an ATT tech to have a layout created and submitted for a permit
• Maintain electronic filing systems
• Records, filing and answering telephones
• 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 maintain PO log
• Maintain various job trackers (Excel)
• Provide assistance to Project Manager, Supervisors, and field employees as needed
• Perform other related duties as assigned

Additional Responsibilities (Internal Only)

• 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 timesheets 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

What you’ll need

• To be 18 years of age or older
• Authorization to work in the United States for this company
• At least 2-5 years relevant experience
• Computer literate, proficient with Microsoft Suite (Excel, Word, etc.)
• Demonstrate proficiency with SAP, E-maps, FIM inventory maps, Google Docs, Sheets, Calendar, Maps, Mail, and Microsoft Project
• Organized
• Excellent communication skills verbal / written
• Fast learner
• Self-starter – ability to work independently and take on responsibilities
• Good people skills; able to interact positively with management, colleagues, and third parties
• Ability to follow instructions and perform tasks accordingly
• Problem-solving mindset
• Ability to multitask several assignments
• Ability to work in a fast-paced environment
• Energetic with a positive and outgoing personality
• Demonstrates adaptability by learning new skills quickly

Additional qualifications (if applicable)

• Bilingual English/Spanish a plus
• Construction industry experience
• Event planning experience
• Basic accounting background

Salary

Salary Range $20 - $25 / hour (D.O.E)

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 includes a safety-first culture that enables you to do what you do best with peace of mind.

Equality and Inclusion

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.

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