Administrative Assistant

$50,000 - $80,000/Yr

Valley Pipeline Services - Palm Desert, CA

Full-time - Entry Level

Palm Desert, CA

Heavy and Civil Engineering Construction

About the position

The Administrative Assistant at Valley Pipeline Services, Inc. plays a crucial role in supporting project managers, estimators, and office leadership, particularly in the context of construction coordination. This position requires a highly organized individual who can manage multiple tasks efficiently while ensuring smooth communication and project execution.

Responsibilities

• Maintain and organize critical project documentation such as contracts, insurance certificates, permits, safety reports, and inspection records.
• Track safety documentation and certifications to ensure ongoing compliance with regulatory requirements.
• Assist with monitoring project schedules and deliverables, ensuring deadlines are met and milestones achieved.
• Handle day-to-day office operations, including answering phone calls and managing calendars for the leadership team.
• Prepare reports, meeting minutes, and presentations for internal teams and external stakeholders.
• Manage digital and physical filing systems to ensure compliance with company policies and industry regulations.
• Support invoice tracking, timesheets, and expense reporting, collaborating with accounting to streamline processes.
• Maintain clear and consistent communication across teams, serving as a liaison between the office and field teams.
• Monitor project needs and proactively anticipate challenges, resolving issues before they impact progress.
• Foster positive relationships with vendors, subcontractors, and project stakeholders to support effective collaboration.

Requirements

• Experience in construction administration or project coordination is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with construction management software (e.g., Procore).
• Excellent time-management and organizational skills with the ability to prioritize in a fast-paced environment.
• Exceptional written and verbal communication skills for interacting with diverse teams and stakeholders.
• A keen attention to detail with the ability to anticipate project needs and solve problems proactively.
• Familiarity with construction documents such as RFIs, submittals, and change orders is a plus.

Benefits

• 401(k)
• Paid time off