Administrative Assistant Job at Ervin Cable Construction in San Marcos

Overview

Discover a more connected Administrative Assistant career at VCI Construction. The ability to multitask, while maintaining complex schedules and managing high level detailed administrative support, is essential in this position. The ideal candidate for this job is resourceful, a good problem solver, communicator, verbal / written and organized. Assuring a steady completion of workload in a timely manner is key to success in this position.

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 a Administrative Assistant

• 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 requires sending off information received 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 issues and maintains 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 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.

What you’ll need

• To be 18 years of age or older
• Requires a valid CA Driver's License
• 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 on their own, comfortable taking on responsibilities without having to be continually directed.
• Good people skills. Able to comfortably interact with management, fellow employees, third parties, etc. in a positive manner.
• Must be able to follow instructions and directions to perform job tasks.
• Must help to solve problems as opposed to starting, adding to or feeding on them.
• Ability to multitask several assignments simultaneously.
• Ability to work in a fast paced environment
• Energized with a positive and outgoing personality
• Demonstrates a strong capacity to quickly adapt by learning new skills and unlearning outdated ones

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 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.

Additional responsibilities (internal only) — reiteration removed for clarity

Information previously listed under Internal Only has been consolidated into the Internal Responsibilities above to avoid duplication.