Administrative Assistant Job at Ultimate Staffing in Carlsbad

$20.00/hr - $22.00/hr

Direct message the job poster from Ultimate Staffing

The hours for this role 10:30am - 7pm. MUST be ok with schedule. Long‑term temporary role potential to turn permanent.

We’re looking for a proactive and detail‑oriented Administrative Assistant! This role supports Project Managers in organizing, tracking, and delivering roofing projects of all sizes. Ideal candidate thrives in a fast‑paced environment, enjoys problem‑solving, keeps projects running smoothly from start to finish.

Key Responsibilities

• Support Project Managers with proposals, bids, and project schedules
• Prepare and maintain accurate documentation, contracts, and forms
• Track milestones, deliverables, and deadlines using scheduling tools
• Review and verify subcontractor and vendor quotes
• Maintain detailed notes and photo documentation throughout each project
• Prepare closeout packages, including warranties, O&M manuals, and final photos
• Create and send estimates, work orders, change orders, and invoices
• Keep customer and project databases updated and organized
• Answer phones, schedule estimates, and assist with general office coordination
• Provide support for roofing/solar coordination when needed

Qualifications

• 1-2 years of experience in project coordination or office administration (construction experience a plus)
• High school diploma required; Bachelor's degree preferred
• Proficiency with Microsoft 365 and/or Google Workspace
• Bilingual (English/Spanish) a plus
• Ability to work occasional weekends as needed

Seniority level

Entry level

Employment type

Full‑time

Job function

Administrative

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.