VCI Construction is hiring: Administrative Assistant in Upland

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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 while 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.

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 maintain PO log
• Maintain various job trackers (Excel)
• Collect, assemble and report production weekly
• Process billing (units/firm bid)
• Update job tracking reports
• Print drawings and documentation, monitor, log, and submit new bids
• Collect timesheets and prepare a payroll recap
• Check timesheets to ensure they are filled out correctly
• Coordinate with internal accounting staff to provide reports and forms as requested
• Report 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 with the ability to work independently
• Good people skills and positive interaction with management, colleagues, and third parties
• Ability to follow instructions and solve problems
• Ability to multitask in a fast-paced environment
• Energetic with a positive and outgoing personality
• Demonstrates adaptability and willingness to learn 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 with rare travel in Southern California
• Standard hours: Monday-Friday, 8:00 AM-5:00 PM, with flexibility for nights and weekends

Salary Range

$20 - $24 / hour

Benefits

• Weekly paychecks
• Paid time off, parental leave, and holidays
• Insurance (medical, prescription drug, dental, vision, disability, life)
• 401(k) with company match
• Stock purchase plan
• Education reimbursement
• Legal insurance

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.

Equal Opportunity

VCI Construction is an equal-opportunity employer — 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.

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