Administrative Assistant

Description We are looking for a detail-oriented and organized Administrative Assistant to join our team in Vacaville, California. In this Contract-to-permanent role, you will provide essential administrative, project, and operational support to ensure the seamless functioning of office and field operations. The ideal candidate will possess exceptional organizational skills, a proactive approach, and the ability to manage multiple tasks efficiently.

Responsibilities :

• Coordinate office and field operations by managing supplies, deliveries, and equipment maintenance.
• Oversee facility services such as cleaning, pest control, fire inspections, security access, and alarm permits.
• Manage various vendor services, including copiers, shredding services, and water deliveries, ensuring timely invoicing and payments.
• Handle incoming calls, greet visitors, and direct inquiries to the appropriate team members.
• Organize and maintain project documentation in systems like ProjectSight, including contracts, submittals, RFIs, and change orders.
• Ensure accurate alignment of project data between management systems to maintain budgets and documentation.
• Facilitate project closeout processes, including compiling O& M manuals, warranties, and as-built documentation.
• Administer training sessions, track attendance, and assist with meeting coordination and correspondence.
• Collaborate with internal teams and external partners to manage system access and permissions.
• Support warehouse and prefab teams in coordinating material deliveries and staging requirements. Requirements - Proven experience in administrative roles, preferably in office or project management.
• Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
• Proficiency in using project management tools such as ProjectSight or similar systems.
• Excellent communication skills for handling calls, visitors, and inquiries professionally.
• Ability to maintain accurate and organized digital and physical filing systems.
• Familiarity with vendor management and coordination of facility services.
• Knowledge of project documentation processes, including contracts, RFIs, and change orders.
• Proficiency in data entry and ensuring alignment across various systems. TalentMatch®

Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https : / / www.roberthalf.com / us / en / mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.

All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract / temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract / temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

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